Consultancy on AI for Development and Institutional Applications: Workshop Design, Technical Expertise and Facilitation
TERMS OF REFERENCE
Consultancy on AI for Development and Institutional Applications: Workshop Design, Technical Expertise and Facilitation
Assignment: Identify and assess relevant AI applications for development, and design and facilitate Day 1 of the MI-MRC workshop on Artificial Intelligence and Mutual Institutional Learning.
Consultant: One AI for Development Technical Expert and Workshop Facilitator
Contract modality: Special Service Agreement, subject to MI confirmation
Duty station and travel: Home-based preparation and reporting; with in-person delivery at MI Headquarters, Khon Kaen, Thailand
Indicative level of effort: Maximum of 7 working days, including preparation, workshop delivery and finalization
Proposed workshop dates: 22-23 December 2026; Day 1 on 22 December, subject to confirmation
Reporting line: MI designated focal point, Head of Monitoring, Evaluation and Learning (MEL)
1. Background
Mekong Institute (MI) is implementing its Strategic Plan (SP) 2026-2030. MI is developing Implementation Guidelines to connect the SP with program design, annual work planning, budgets, and performance management. MI aims to build more coherent programs that combine strategic regional dialogue, applied solutions and capacity development, sustain work across funding periods, and contribute to tangible regional results.
This direction places new demands on how MI organizes and supports its work. MI is considering an expanded role in convening strategic regional platforms, undertaking research and development through the proposed Mekong Innovation Lab, and consolidating capacity development modules for leadership, technical and youth audiences. These functions require clear responsibilities, appropriate skills and resources, coordination across teams, and ways to follow up and demonstrate results. MI needs to determine how well its current arrangements support this work and where they should be strengthened.
Sustained program delivery also depends on sound institutional systems. MI needs financial and operational arrangements that support work across projects and funding periods, alongside effective standards for the prevention of sexual exploitation, abuse and harassment (PSEAH), safeguarding, and environmental and social risk management. As MI develops its Implementation Guidelines, a review of these arrangements can help identify the most important changes for delivering the SP and managing future funding responsibly.
Mekong Institute (MI) is implementing its Strategic Plan 2026-2030 through regional convening; research and development, products and services; and capacity development. Artificial intelligence (AI) presents opportunities to strengthen these functions, improve institutional effectiveness and support innovative solutions to regional development challenges.
Under the Letter of Intent for Cooperation between MI and the Mekong River Commission Secretariat (MRCS), MI proposes a two-day workshop on Artificial Intelligence and Mutual Institutional Learning. The workshop aims to explore practical applications of AI in development and institutional work, while providing a platform for MI and MRC to exchange experiences and identify opportunities for collaboration.
Day 1 will focus on AI applications for sustainable development and institutional functions, including examples from agriculture, water, climate, energy, environment, value chains and other relevant sectors. Day 2 will focus on reciprocal institutional learning on monitoring, evaluation and learning (MEL) and grant-making.
MI seeks to engage an AI for Development expert to identify and assess relevant practices, develop the technical content and learning approach, and design and facilitate Day 1. Particular attention will be given to translating relevant AI practices into potential applications for MI and MRC, including a proposed session on "One Mekong App: How MRC and MI Can Work Together Beyond Water." This session will explore opportunities to complement MRC's water-related expertise with MI's economic development and value chain perspectives, including a potential application through a Lao PDR Innovation Lab. The app's existing functions and information will be confirmed by MRC.
2. Purpose and specific objectives
The purpose of the assignment is to strengthen participants' understanding of practical AI applications for sustainable development and institutional work, and to facilitate the identification of feasible opportunities for applying AI within their respective mandates and areas of cooperation.
Specifically, the consultant will:
* Build knowledge and understanding of relevant AI practices and applications, including their development potential, demonstrated results, implementation requirements, risks and limitations.
* Identify institutional and sectoral applications relevant to MI's core functions and MRC's strategies, procedures and technical guidelines for transboundary water management.
* Facilitate practical learning and institutional exchange through case presentations, demonstrations, guided exercises and discussions tailored to participants with different levels of technical knowledge.
* Identify potential areas for joint application and collaboration between MI and MRC, including through the proposed One Mekong discussion, and consolidate priority ideas and practical next steps for further assessment or testing.
3. Scope of work
The consultant will undertake the following tasks:
3.1. Review, consultations and identification of relevant AI practices
* Review the workshop concept note and relevant institutional materials provided by MI and MRC.
* Conduct focused consultations with designated MI and MRC focal points to understand participants' learning needs, institutional priorities and potential areas for AI application.
* Identify and assess three to four relevant AI practices or case studies across multiple sectors, including applications in institutional functions.
* For each selected practice, explain its intended purpose, users, AI approach, development and implementation stage, data and capacity requirements, demonstrated results or available evidence, limitations, and lessons for potential adaptation in the Mekong context.
* Draw on relevant regional and international experiences, including but not limited to MI's experience in rice monitoring.
3.2. Design the workshop programme and develop technical and learning materials
* Develop a structured and timed programme for Day 1, ensuring that the sessions are logically sequenced and aligned with the workshop objectives and participants' learning needs.
* Prepare presentations, concise case summaries, facilitation notes, guided practical exercises and a simple template for documenting potential AI applications.
* Coordinate with MI and MRC on institutional presentations and technical contributions to ensure coherence across sessions and avoid duplication.
* Identify any requirements for demonstration tools, equipment, connectivity and data access in advance. Prepare alternative approaches where live demonstrations or access to specific tools are not feasible.
* Prepare a briefing for designated MI staff on the workshop content, materials and facilitation approach to support subsequent knowledge sharing and adaptation.
3.3. Facilitate institutional dialogue on potential MI-MRC collaboration
* Design and facilitate the proposed session, "One Mekong App: How MI and MRC Can Work Together Beyond Water," in consultation with relevant MI and MRC technical representatives.
* Explore potential areas where MI's expertise in economic development, value chains and regional cooperation could complement MRC's expertise in water resources management and basin-wide assessments.
* Facilitate discussion on possible AI-enabled applications addressing interconnected development challenges, including those associated with mining, urbanization, industrial activities and agriculture, and opportunities to promote more sustainable practices.
* Identify initial questions, information requirements and potential entry points for engagement with relevant Lao PDR government agencies, particularly in relation to a possible Laos Innovation Lab application.
* Document emerging ideas, potential areas of collaboration, information or data requirements, and proposed next steps for further institutional consideration.
3.4. Deliver the workshop and consolidate learning and recommendations
* Lead and facilitate the agreed full-day programme on Day 1 in English, using clear technical explanations, relevant examples, demonstrations and participatory learning methods suitable for participants with varying levels of AI knowledge.
* Guide participants through a practical exercise to explore selected AI applications and assess their relevance, feasibility, expected outputs, limitations and requirements for human oversight and verification.
* Facilitate group discussions to identify a limited number of priority applications, including their potential users, institutional relevance, required data and resources, proposed focal points and possible next steps.
* Prepare a concise technical synthesis of the workshop, including two to three application profiles documenting the priority ideas identified by participants.
* Where supported by the workshop discussions, include initial scoping considerations for a potential Laos Innovation Lab application and possible follow-up actions through March 2027.
* Submit all final materials in editable formats and incorporate one consolidated round of comments from MI and MRC.
4. Methodology
The consultant will apply a practical, participatory and evidence-based approach combining:
* Document review and consultations: Review relevant workshop and institutional materials and conduct focused consultations with MI and MRC focal points to establish learning priorities and identify potential institutional applications.
* Practice identification and assessment: Review documented AI applications and select relevant examples based on their development relevance, demonstrated experience, feasibility and potential applicability to the Mekong context.
* Workshop design and facilitation: Use presentations, case-based learning, demonstrations, guided exercises and group discussions to encourage practical understanding and institutional exchange.
* Application-oriented discussion: Facilitate structured discussions to assess potential applications, including their institutional relevance, technical and data requirements, implementation considerations, limitations and possible next steps.
The methodology must be proportionate to the maximum seven working days. The consultant should distinguish demonstrated results from anticipated benefits, cite credible sources and use public, synthetic or duly authorized data. MI and MRC will facilitate access to available institutional materials and nominate relevant technical presenters. The consultant will identify any information or resource gaps that may affect the quality or delivery of the workshop.
5. Deliverables
The consultant will be responsible for producing the following deliverables within a maximum of seven working days. MI will provide one consolidated set of comments on the draft deliverables to facilitate timely finalization.
1. Inception and workshop design note: Confirmed learning priorities; three to four proposed cases and sources; agenda; method, tool requirements and work plan within the seven-day ceiling. Timing: Within the first 2 allocated working days and before detailed materials are finalized.
2. Workshop program and materials: Slides, concise case summaries, facilitation notes, guided exercise and application-profile template; MI staff briefing. Timing: Draft 10 working days before Day 1; final 5 working days before, subject to agreed contracting schedule.
3. Day 1 workshop delivery: Full-day delivery, practical exercise, facilitated One Mekong discussion and documented application priorities. Timing: Proposed 22 December 2026.
4. Final technical synthesis and handover package: Concise synthesis; two to three application profiles; proposed follow-up actions; final editable materials. Timing: Draft within 5 working days after Day 1; final within 3 working days of consolidated comments.
Proposed distribution of the maximum seven working days:
- Document review and focused consultations: 1.0
- Identification and assessment of AI practices; program development: 2.0
- Development of materials, practical exercise and presenter coordination: 2.0
- Facilitation of Day 1: 1.0
- Technical synthesis, application profiles and final handover: 1.0
- Total maximum: 7.0
Applicants may propose a different distribution within the same ceiling. All professional inputs, meetings and revisions must fit within seven working days. Travel arrangements and any travel-time allowance must be stated explicitly, which should be managed by consultant; any billable travel time must be accommodated within the same ceiling. Dates and MI review arrangements will be agreed at inception.
6. Consultant composition and reporting
The assignment will be undertaken by one consultant reporting to MI's designated focal point, Head of MEL, and designated MRC focal points and technical presenters. MI will arrange venue and logistics and facilitate access to available materials and staff. All reports and training materials must be provided in editable formats.
7. Qualifications of the consultant
The consultant should possess the following qualifications and experience:
* Master's degree in AI, data science, computer science, development studies, environmental management, economics or a related field; equivalent relevant professional experience may be considered.
* Demonstrated experience applying or advising on AI for development or institutional decision-making, supported by examples of practical work and evidence of results.
* Ability to assess practices across sectors, explain technical feasibility and data requirements, and translate lessons into realistic applications for development institutions.
* Proven workshop design, adult learning and facilitation experience with government officials, technical specialists and participants with varied AI knowledge.
* Strong English presentation, analytical writing and communication skills. Experience in Southeast Asia or the Mekong region, and in water, agriculture, climate, energy, value chains or regional cooperation, is an advantage.
8. Limits of the assignment
The assignment covers practice identification, workshop design, Day 1 facilitation and initial application scoping. It does not include operational system development, procurement, pollution source attribution studies or detailed system engineering. Day 2 delivery is outside the assignment unless separately agreed without exceeding the seven-day ceiling.
The consultant must protect confidential institutional information, confirm permission before using it in external AI tools, acknowledge sources and licensing requirements, and obtain MI and MRC clearance before externally sharing sensitive workshop examples. Proposed cooperation and follow-up actions remain subject to institutional review and resources.
9. Budget and payment schedule
The consultant shall propose a lump-sum amount, with professional fees, travel and other costs shown separately and all applicable taxes and charges identified. Withholding tax applies only to consultants of Thai nationality or companies registered in Thailand. The final amount will be agreed with MI. The following payment arrangements are proposed, and remain subject to MI confirmation. No advance payment is proposed.
- Installment 1 (30%): MI acceptance of the inception and design note and final workshop materials (Deliverables 1 and 2).
- Installment 2 (70%): Completion of Day 1 and MI acceptance of the final technical package (Deliverables 3 and 4).
MI will review each deliverable within 10 working days of receipt. Payment is proposed within 15 days of acceptance and receipt of a valid invoice, by bank transfer to the consultant's account. Workshop materials require the earlier review timetable agreed at inception to meet delivery dates.
10. Proposal requirements and selection
Applicants should submit a brief technical proposal (maximum 3 pages) describing their approach and proposed practices; a work plan within seven working days; a CV and two or three comparable work examples specifying their role; availability; an itemized financial proposal; and disclosure of any actual or potential conflicts of interest. MI will assess relevant experience, the quality and feasibility of the approach, facilitation capability, availability, and value for money.
11. Submission details
Interested applicants shall submit the following documents as a single PDF file through https://forms.gle/XPokuEPerohVCPWLA by 18 November 2026 at 12:00 noon (Bangkok time, UTC+7):
11.1 Technical Proposal (maximum 3 pages), covering:
* Understanding of the assignment and the workshop objectives;
* Proposed approach and methodology for Day 1, including the learning and facilitation approach;
* Three to four proposed AI practices or case studies, with a brief rationale and sources;
* A draft outline of the Day 1 programme, including the One Mekong session;
* A work plan showing the distribution of working days within the 7-day ceiling, including any travel time;
* Availability for the proposed workshop date (22 December 2026) and the preparation period.
11.2 CV or company profile, highlighting relevant qualifications, AI for development experience and facilitation experience, with contact details of two professional referees.
11.3 Financial Proposal: an itemized lump sum amount in the range of USD 2,000 - 2,500, showing professional fees (daily rate × number of days) with all applicable taxes and charges must be identified.
Proposals shall remain valid for ninety (90) days from the submission deadline. Late submissions will not be considered. Only shortlisted applicants will be contacted. MI reserves the right to conduct interviews on a rolling basis.
Closing date: 2026-11-18
HOW TO APPLY:
Interested applicants shall submit the following documents as a single PDF file through https://forms.gle/XPokuEPerohVCPWLA by 18 November 2026 at 12:00 noon (Bangkok time, UTC+7): Technical Proposal (maximum 3 pages); CV or company profile with contact details of two professional referees; Financial Proposal: an itemized lump sum amount in the range of USD 2,000 - 2,500. Proposals shall remain valid for ninety (90) days from the submission deadline. Late submissions will not be considered. Only shortlisted applicants will be contacted.