1.     Background
People in Need (PIN) is a Czech non-profit organization founded in the early 1990s and is the largest humanitarian and development organization in Central and Eastern Europe, operating in over 30 countries. PIN provides aid across multiple sectors, including disaster response, conflict recovery, poverty reduction, and climate change adaptation.

In 2024, PIN piloted the Early Warning System (EWS1294) in Lao PDR, successfully installing 12 water-level sensors in flood-prone areas. The pilot demonstrated that the PIN-developed EWS and hydrological monitoring network can be adapted effectively to Lao conditions. The implementation took place in Champasak, Saravane, and Attapeu provinces, confirming its relevance for local communities.

Lao PDR continues to face increasing risks from floods and extreme weather events. Building on the pilot’s success, PIN is now scaling up the EWS to 33 high-risk districts across 9 provinces. A major challenge is that many communities still have low trust in early warning systems, limited understanding of alert messages, and lack clear procedures for response.

In Savannakhet Province specifically, PIN will conduct community training and awareness campaigns in three districts: Champhone, Songkhone, and Thapangthong, delivered jointly by the PIN team, local authorities, and a contracted facilitator.

The facilitator will play a central role in engaging communities, leading participatory discussions, and supporting non-technical components of the training and campaign.
2.     Objective of the Assignment
The objective of this assignment is to facilitate community training and awareness sessions on the EWS system in three districts of Savannakhet Province, ensuring participants not only understand the system works (registration and alerts dissemination), but can practice and demonstrate appropriate response behaviors to flood warnings, leading to improved preparedness and early action at household and community level. The facilitator will accompany the PIN team to all target locations and support the entire training and campaign process.
3.     Target Audience

• Community members (70–100 participants per village)
• Village leaders / Village disaster committees
• Women, elderly, persons with disabilities, ethnic minorities
• District and provincial authorities (DMH, PAE, DAE)

4.     Scope of Services
Training Facilitation
The Facilitator will design and lead practical, participatory activities to support long‑term behavioral change, including but not limited to:

• Flood warning simulation exercises
• Group‑based decision‑making on response actions
• Household and community preparedness mapping
• Role‑play scenarios focusing on vulnerable groups
• Activities that encourage participants to commit to concrete preparedness actions

Tentative Training Agenda

No.
Activity
What to Do
Who
Materials
Result

2.1
Opening
Welcome by village leader and Facilitator
Village leader, PAE, DAE
Banner, mic
Participants feel welcome

2.2
Introduction
Explain what EWS1393 is and why it is important, it functions, how the system work, benefits
PIN team
Slides, posters
Participants understand EWS

2.3
Demonstration
Show how to register for alerts and use EWS system and show the Geoneon map of flood risk areas. Ask participants to locate their homes and discuss exposure risks
PIN team
Tablets, phones, forms
Participants know how to register and the Community identifies flood-prone zones and understands local risks.

2.4
Flood alert simulation exercise

Groups respond to simulated flood warning and identify actions, routes, and responsibilities

Facilitator
Flipcharts, markers,

Markers

Prepared “flood alert” message (printed or spoken)

Whistle or bell (optional)
Participants practice real‑life response to flood warnings and clearly understand what to do immediately after receiving an alert

2.5
Safe vs unsafe actions game

Sort and discuss flood response actions

Facilitator
Prepared action cards or illustrated pictures

Flipcharts or ground mats for sorting

Markers
Participantsidentify and correct common risky behaviors, leading to safer decision‑making during real flood events.

2.6
Household preparedness mapping

Participants map routes and safe places
Facilitator
Paper, pencils

Sample prepared map (optional)
Clear, visual evacuation and preparedness plan, strengthening household‑level readiness

2.7
Distribute materials
Hand out posters, leaflets, stickers, fun quiz
PIN / Facilitator
Posters, leaflets, stickers, gifts
Participants take materials home

2.8
Closing
Encourage sharing info with neighbors
Facilitator
Banner, mic
Community motivated to act

5.     Deliverables & Timeline
The facilitator will prepare and submit one (1) activity report that documents all three (3) district training sessions.

This report must be submitted within 10 days after the final training.

The report must include:

Section
Details Required in the Report

1. Event Summaries
Location and date for each of the three districts (Champhone, Songkhone, and Thapangthong)
– Training agenda followed
– Overview of activities conducted

2. Participant Data
• Total number of participants per district
• Gender and age breakdown

3. Summary of Group Discussions
• Main discussion points raised by participants
• Community experiences with past floods
• Understanding of flood risks and preparedness measures
• Key messages participants understood

4. Community Feedback & Questions
• Questions raised by community members
• Common concerns or misunderstandings
• Feedback on clarity of EWS alerts and training content

5. Summary of Engagement Activities
• Key behaviors discussed and practiced

• Common incorrect or risky behaviors identified

• Observed changes in understanding during the session

• Level of confidence in responding to warnings (facilitator observation)

6. Challenges Faced
• Logistical challenges during implementation
• Training or facilitation challenges
• Community-level challenges (e.g., language barriers, low literacy, low engagement)

7. Lessons Learned
• What worked well across districts
• What did not work well
• Key facilitation and engagement insights
• Observed differences between communities

8. Recommendations for Improvement
• Actionable recommendations for future training sessions
• Suggestions to improve EWS awareness and understanding
• Recommendations for village authorities and local departments
• Suggestions to improve future PIN campaigns

9. Photos of Activities
• Photos of facilitation, group work, activities, and material distribution (if assigned by PIN)

 
6.     Tentative Timeline
Proposed date:

Date
Activity
Location

03/02/2026
Travel from Vientiane Capital to Savannakhet Province by car; overnight stay in Savannakhet
Savannakhet Province

04/02/2026
Meeting with PAE and travel from Kaisone Phomvihane District to Champhone District to prepare the training venue (coordination, setup, and community engagement)
Champhone District, Savannakhet Province

05/02/2026
Training session
Champhone District, Savannakhet Province

06/02/2026
Travel from Champhone District to Songkhone District to prepare for the training (venue setup and coordination with village authorities); overnight stay in Songkhone District
Songkhone District, Savannakhet Province

07/02/2026
Weekend
—

08/02/2026
Weekend
—

09/02/2026
Training session
Songkhone District, Savannakhet Province

10/02/2026
Travel from Songkhone District to Thapangthong District to prepare for the training (venue setup and coordination with village authorities); overnight stay in Thapangthong District
Thapangthong District, Savannakhet Province

11/02/2026
Training session
Thapangthong District, Savannakhet Province

12/02/2026
Travel back to Kaisone Phomvihane District, Savannakhet Province; overnight stay
Kaisone Phomvihane District, Savannakhet Province

13/02/2026
Travel from Savannakhet Province to Vientiane Capital
Vientiane Capital

Total working days: 11 days
7.     Required Qualifications & Skills
Experience

• Minimum 3 years of proven experience in community facilitation, community mobilization, or training delivery.
• Experience working with rural communities in Lao PDR, especially ethnic or vulnerable populations.
• Prior experience in disaster risk reduction (DRR), emergency preparedness, or early warning systems is an advantage.
• Experience facilitating large community groups (50–100 participants) is strongly preferred.
• Experience facilitating participatory simulations, drills, or community‑based preparedness activities is a strong asset.

Skills & Competencies

• Strong facilitation skills, including the ability to lead discussions, group exercises, and engagement activities.
• Ability to simplify technical concepts into easy-to-understand messages for low-literacy communities.
• Excellent interpersonal and communication skills, with demonstrated ability to engage diverse groups (women, elderly, disabled persons, ethnic groups).
• Good understanding of community dynamics and cultural sensitivity in Lao PDR.
• Ability to manage time, follow schedules, and coordinate effectively with PIN and local authorities.
• Ability to collect information, document findings, and prepare clear, concise reports.

Language Requirements

• Fluency in Lao language (spoken and written) – required.
• Knowledge of local ethnic languages – preferred.
• Basic English literacy (for communication with PIN team) – an advantage.

Other Requirements

• Willingness and ability to travel to remote and rural areas in Saravane Province.
• Physically able to participate in full-day community activities.
• Professional reliability and adherence to PIN’s Code of Conduct, Child Protection Policy, and Safeguarding Standards.

8.      Logistics & Support Provided by PIN
PIN will provide:

• Transportation to all field locations
• All training and awareness materials (posters, leaflets, banners, prizes, etc.)
• Coordination letters and government liaison

The facilitator is responsible for personal equipment (phone, laptop, clothing, personal items).
9.     Payment Terms

Payment will be based on an agreed daily professional fee, covering the total of 11 working days as outlined in the timeline.
10.  Submission Requirements
Applicants must submit:

• CV outlining relevant experience
• Brief approach/methodology for facilitation
• Daily rate or total budget proposal
• Example(s) of community facilitation or DRR work (if available)

11. Selection criteria
Selection criteria:

Description
 

Score (%)

The contract will be awarded based on an evaluation of the technical proposal (70%) and the financial offer (30%). The evaluation will assess the consultant’s experience, facilitation capacity, proposed methodology, and understanding of the assignment as outlined in the TOR.

Relevant Experience in Community Facilitation

Demonstrated experience in community facilitation, community mobilization, or training delivery, particularly with rural and vulnerable communities in Lao PDR. Experience in disaster risk reduction (DRR), emergency preparedness, or early warning systems is a strong advantage. Experience facilitating large community groups (50–100 participants) is preferred.
 

    30%

Facilitation Skills & Participatory Methods

Evidence of strong facilitation skills, including experience leading participatory activities such as simulations, role plays, group discussions, mapping exercises, or drills. Ability to engage women, elderly persons, people with disabilities, and ethnic minorities effectively.
 

    20%

Proposed Methodology & Approach

Clarity and quality of the proposed facilitation approach, including understanding of participatory, behavior-change-oriented activities outlined in the TOR (e.g. flood alert simulations, safe/unsafe actions, household preparedness mapping). Suitability of the approach for low-literacy audiences.

    10%

Understanding of the Assignment & Context

Demonstrated understanding of PIN’s Early Warning System project, objectives of the training and awareness campaign, target audience, and expected outcomes in Savannakhet Province.

     5%

Reporting & Documentation Capacity

Ability to collect participant data, summarize discussions, document lessons learned, and produce a clear, structured activity report in line with TOR requirements.
 

     5%

Financial offer

Cost-effectiveness and clarity of the proposed daily rate or total budget, alignment with the scope of work, timeline (11 working days), and deliverables outlined in the TOR.
  

 30%

1. Evaluation method (performance of evaluation criteria):

• Technical Proposal – 70%
• Financial Offer – 30%

The Evaluation Committee will assign up to 5 points for each technical criterion using the scoring scale below:

Score
Evaluation

5
Excellent response that exceeds requirements; highly relevant experience, clear methodology, and strong assurance of high-quality delivery.

4
Good response that fully meets requirements and demonstrates solid capacity to deliver the assignment.

3
Satisfactory response that meets minimum requirements but provides limited assurance of quality delivery.

2
Weak response with notable gaps; raises concerns regarding capacity or approach.

1
Poor response with serious weaknesses and high risk of non-delivery.

0
No response or response fails to address the criterion.

12.  Submission Instructions
Sealed or electronic proposals must be submitted to:

People in Need – Lao PDR

23 Singha Road, Nongbone Village, Saysettha District

Vientiane Capital, Lao P.D.R.

Attention to:  People in need in Laos

Submission Deadline: 23rd January 2026