1.0 Introduction
Fairtrade Africa is seeking to hire a qualified Knowledge Management Consultant to design and implement
a central repository system for efficient information storage and retrieval. This is the first phase of our
Knowledge Management initiative aimed at organizing and optimizing our information assets.
2.0 Objectives
• To design and implement a central repository system for efficient information storage and retrieval.
• To ensure the system is organized using a logical and consistent structure.
• To document the processes and procedures for the new system.
• To train staff on the use and maintenance of the new system.
• To manage the change process and ensure a smooth transition to the new system.
3.0 Scope of Work
The consultant will be expected to:
3.1 Assessment and Analysis
• Conduct a comprehensive assessment of the current information storage and retrieval systems.
• Identify gaps, inefficiencies, and opportunities for improvement.
• Consult with key stakeholders to understand their needs and requirements.
3.2 System Design and Implementation
• Design a centralized repository system that meets the needs of FTA.
• Develop a logical and consistent structure to organize data, including taxonomy, metadata, and
navigation aids• Implement the new system, ensuring integration with existing systems where necessary.
• Develop detailed documentation of the new processes and procedures.
3.3 Training and Change Management
• Develop a training plan and materials for staff to use the new system effectively.
• Conduct training sessions for all relevant staff members.
• Implement a change management plan to facilitate a smooth transition.
• Provide ongoing support and troubleshooting during the initial phase of implementation.
4.0 Deliverables
• Assessment report detailing the current state and identified gaps.
• A detailed design and implementation plan for the central repository system.
• Documentation of the new processes and procedures. • A logical and consistent structure for organizing data.
• Training materials and records of training sessions conducted.
• Change management plan and progress reports.
• Final report summarizing the project outcomes and recommendations for ongoing maintenance and improvements.
5.0 Expertise and Qualifications
The ideal consultant should have:
• Proven experience in knowledge management and information storage and retrieval systems.
• Strong knowledge of taxonomy, metadata, and data organization principles.
• Expertise in designing and implementing content management systems (CMS) or digital repositories
• Strong project management skills.
• Expertise in change management and staff training.
• Excellent communication and documentation skills.
• Familiarity with industry best practices and standards for information management.
• Experience in working with similar organizations, preferably in the non-profit or smallholder farmer sectors.
6.0 Duration and Timeline
The assignment is expected to take approximately 3 months from the start date.
Key milestones and deadlines will be agreed upon with the selected consultant.
7.0 Submission Requirements
Interested candidates are invited to submit the following: •
A cover letter expressing interest and outlining relevant experience.
• A detailed proposal including methodology, work plan, and timeline.
• Curriculum Vitae (CV) of the consultant(s) involved.
• References from previous clients for similar projects.
• Financial proposal detailing the cost of the consultancy.
8.0 Evaluation Criteria
Proposals will be evaluated based on the following criteria:
• Relevance and depth of experience.
• Quality and feasibility of the proposed methodology and work plan.
• Qualifications and expertise of the consultant(s).
How to apply
for more info on the consultancy
https://fairtradeafrica.net/wp-content/uploads/2024/07/ToR-for-Consultant-Knowledge-Management.pdf