Knowledge Management Consultant

Room to Read; United States; Remote; USD 60,000 - 100,000; Full time

Job summary

An innovative nonprofit organization is seeking a Knowledge Management Consultant to redesign its file management system. This role involves assessing current practices, developing a user-friendly structure in SharePoint, and ensuring sustainable practices for document organization and accessibility. The ideal candidate will have a strong background in knowledge management, excellent facilitation skills, and a passion for improving educational outcomes. Join a dynamic team dedicated to creating positive change and empowering children through education.

Benefits

Flexible working hours

Remote work opportunities

Professional development

Collaborative team environment

Qualifications

• Proven expertise in knowledge management and digital file organization.
• Experience conducting assessments and designing file systems.

Responsibilities

• Conduct needs assessments to understand current file management practices.
• Design a user-friendly file management structure within SharePoint.

Skills

Knowledge Management

Digital File Organization

Facilitation Skills

Communication Skills

User-Centered Solutions

Education

Master's Degree in a relevant field

Certification in Knowledge Management

Tools

SharePoint

Job description

World Change Starts with Educated Children

Terms of Reference

Knowledge Management Consultant – File Management System Design

1. 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 a n intuitive, accessible, and sustainable file management structure tailored to their needs.

2. Objective

To design and support the implementation of a clear, user-friendly, and sustainable file management structure within SharePoint that improves knowledge accessibility, document organization, and team collaboration.

3. 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.

4. 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

5. Duration

The assignment is expected to t ake place over eight weeks with an estimated level of effort of 2 0 working days .

6. 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.

7. Qualifications and Experience

• Proven expertise in knowledge management and digital file organization

• Experience conducting assessments and designing file system

• 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

8. 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
  

Location(s)

Global Office - Remote - United States

To be successful at Room to Read, you will also:

• Have passion for our mission and a strong desire to impact a dynamic nonprofit organization

• Be a proactive and innovative thinker who achieves results and creates positive change

• Have a very high level of personal and professional integrity and trustworthiness

• Embrace diversity and a commitment to collaboration

• Thrive in a fast-paced and fun environment

Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.EOE/M/F/Vet/Disabled

About Room to Read:

Founded in 2000 on the belief that World Change Starts with Educated Children, Room to Read is creating a world free from illiteracy and gender inequality through education.

We are achieving this goal by helping children in historically low-income communities develop literacy skills and a habit of reading, and by supporting girls as they build life skills to succeed in school and negotiate key life decisions.

We collaborate with governments and other partner organizations to deliver positive outcomes for children at scale.

Room to Read has benefited more than 45 million children and has worked in 24 countries and in more than 213,000 communities, providing additional support through remote solutions that facilitate learning beyond the classroom.

Learn more at www.roomtoread.org.