NOTE: This is a contract consulting position. It's NOT a full time job.

Call for Proposals: Knowledge Management Consultant – File Management System Design

Application Process

Interested consultants or firms should submit:

• A brief technical proposal (5 pages max) outlining their approach to the assignment
• CV(s) of the consultant(s)
• Examples of similar work or references from past clients
• Cost proposal

to https://osv-rtr.wd5.myworkdayjobs.com/en-US/RoomToRead/details/Knowledge-Management-Consultant_R-02963

Background

Room to Read is an international development organization focused on improving education outcomes and promoting gender equity. As part of our strategic efforts to improve operational efficiency and institutional learning, we have identified a critical need to redesign our current file and knowledge management system. In support of this change, the team is seeking a Knowledge Management (KM) Consultant to assess existing storage systems and develop an intuitive, accessible, and sustainable file management structure tailored to their needs.

Objective

To design and support the implementation of a clear, user-friendly, and sustainable file management structure, using existing resources (e.g., SharePoint) that improves knowledge accessibility, document organization, and team collaboration.

Scope of Work

The consultant will undertake the following tasks:

a. Needs Assessment

• Conduct interviews and/or surveys with team members to understand current file management practices, needs, and pain points.
• Review the existing file systems and identify key gaps, redundancies, and risks.
• Map out typical document types, workflows, and sharing patterns.

b. Design of File Management System

• Propose a logical, hierarchical folder structure that reflects the organization’s functions, projects, and teams.
• Develop standardized naming conventions, metadata tags, and version control guidelines.
• Create protocols for document archiving, access controls, and collaborative document editing.
• Recommend tools or platforms to enhance file storage and retrieval, as needed.

c. Implementation and Training Support

• Lead a participatory workshop or series of working sessions to validate the proposed structure and get buy-in from users.
• Support the migration or reorganization of selected files to the new structure.
• Develop a user guide/manual outlining the structure, rules, and best practices for file management.
• Train key staff members or "KM champions" on the system and conduct at least one full-team training session.

d. Sustainability and Handover

• Recommend mechanisms for ongoing maintenance and updates to the system.
• Provide a final report summarizing work done, recommendations, and next steps for sustainability.

Deliverables

• Inception report including methodology and work plan
• Diagnostic assessment report
• Proposed file management structure with folder tree, naming conventions, and usage protocols
• Implementation plan for system migration
• File management user guide/manual
• Training materials and delivery of sessions
• Final report including lessons learned and sustainability recommendations

Duration

The assignment is expected to take place over eight weeks with an estimated level of effort of 20 working days.

Reporting Line and Collaboration

The consultant will report to the Vice President for Research, Monitoring & Evaluation and work closely with the Director and Associate Manager for Data & Learning.

Qualifications and Experience

• Proven expertise in knowledge management and digital file organization
• Experience conducting assessments and designing file systems
• High level of proficiency with SharePoint
• Strong facilitation and communication skills, with experience leading participatory design processes
• Ability to deliver practical, user-centered solutions and training materials on time and within budget