Rapporteur Consultant at eHealth Systems Africa

Objective of the Consultancy

• To ensure comprehensive, accurate, and timely documentation of the event by systematically capturing key discussions, decisions, lessons learned, and participant feedback. This includes producing well-organized written records (such as meeting notes, summaries, and action logs) and incorporating relevant visual formats (e.g., photos, charts, infographics) that enhance the clarity and accessibility of information. The documentation should serve as a reliable reference for post-event analysis, reporting, knowledge sharing, and decision-making.

The consultant will be responsible for:

• Attend all sessions of the event in person and provide comprehensive documentation.
• Capture detailed notes from presentations, panel discussions, breakout sessions, Q&A segments, and group activities.
• Synthesize key messages, decisions, lessons learned, and action points into clear and concise summaries.
• Conduct brief interviews or gather direct quotes from participants, if requested, to enrich the narrative.
• Collaborate with the Communications Team to ensure high-quality photo coverage and, where applicable, manage basic video documentation.
• Liaise with event organizers, moderators, and technical leads to ensure alignment on session flow and reporting expectations.
• Deliver a draft and final event report within the agreed timelines, incorporating both written content and visual documentation

Task and Deliverable

The consultant will:

Session Attendance and Note-Taking

• Attend all in-person sessions and actively document presentations, panel discussions, group work, and Q&A segments.
• Capture detailed, structured notes that reflect key themes, inputs, and action points.

Synthesis and Reporting

• Summarize key messages, outcomes, and recommendations across sessions.
• Draft a clear and concise event report, inclusive of executive summary, session highlights, participant feedback (if applicable), and follow-up actions.

Participant Engagement

• Conduct brief interviews and collect direct quotes from selected participants to enrich reporting narratives, when required.

Visual Documentation Coordination

• Liaise with the Communications Team to ensure the capture of quality photos and basic video content, if relevant.
• Integrate selected visuals (charts, infographics, photos) into the final report or supporting deliverables.

Stakeholder Coordination

• Engage event organizers, moderators, and technical leads to clarify session objectives and expectations for documentation.
• Ensure alignment with branding, confidentiality, and information-sharing protocols.

Timely Delivery

• Submit a draft report within an agreed timeframe for feedback.
• Incorporate revisions and deliver the final report in approved formats (Word/PDF) by the defined deadline

Deliverables Timeline

• Initial planning call 23rd June, 2025
• Second planning call 25th June, 2025
• Event coverage 26-27th June - 9-6pm daily
• Draft report submission 2nd July, 2025
• Final report submission (7th July, 2025)

Required Qualifications

• Bachelor’s degree in Project Management, Business Administration, Development Studies, Public Health, or a related field. A Master’s degree is an added advantage.
• Proven experience (typically 3–7 years) supporting or coordinating multi-sectoral projects, preferably in NGO or donor-funded environments.
• Technical Proficiency in standard project management and documentation tools (e.g., MS Office Suite, Google suites, SharePoint, Smartsheet, Trello, or Asana). Familiarity with data management systems is desirable.
• Communication, coordination, Journalism, Knowledge Management, Library and Information studies skills with the ability to engage diverse teams, track priorities, and support timely decision-making.
• Compliance and Reporting Acumen Experience in supporting donor compliance, financial documentation, procurement planning, and narrative report development.
• Adaptability and Problem Solving Ability to work under pressure, manage competing priorities, and troubleshoot project delivery challenges proactively.

Reporting and Coordination

The consultant will work under the guidance of the Program Director and collaborate closely with the program staff.