Request for Planning, Facilitating & Documenting the Knowledge Management (KM) Workshop

Stromme Foundation Nepal (SFN)

TERMS OF REFERENCE (TOR)

FOR PLANNING, FACILITATING, AND DOCUMENTING THE KNOWLEDGE MANAGEMENT (KM) WORKSHOP

BACKGROUND AND CONTEXT

The Stromme Foundation (SF) is a Norwegian non-governmental organization (NGO) with a vision of creating a world free from poverty. Our main strategies to combat poverty include education, economic inclusion, job creation, and strengthening civil society. We are dedicated to ensuring that all individuals, particularly those who are marginalized, excluded, or discriminated against, have equal access to economic resources, that their basic needs are met, and that they can live with dignity.

In alignment with SF's Global Strategy and Theory of Change, our program in Nepal, titled "Building Empowered and Resilient Communities by Strengthening Livelihoods, Inclusion, Education, and Food Security" (BELIEF), aims to eradicate poverty by helping marginalized families achieve dignified lives through improved access to quality education and enhanced income-generating opportunities.

SF is implementing the BELIEF program in Nepal from January 2024 to December 2028, alongside a mental health project running from January 2024 to December 2026. The programs are being implemented through six selected NGO partners in specific geographic locations, building on our successful programs in Lumbini Province, and continuing our efforts in the districts of Rolpa, Pyuthan, Dang, and Kapilbastu. Additionally, a mental health project are implemented in Rupandehi district through one partner NGO. SF is committed to leveraging its strengths, addressing past shortcomings, and integrating lessons learned and best practices into its initiatives.

Stromme Foundation Nepal (SFN) recognizes the importance of knowledge management (KM) in enhancing organizational learning, improving program effectiveness, and fostering innovation. To strengthen KM practices, SFN is organizing a Knowledge Management Workshop aimed at building staff capacity, sharing best practices, and developing a roadmap for institutionalizing KM within SF Nepal and its partner organizations. A well-structured knowledge management plan can reinforce our existing approaches and practices while also offering opportunities to gain new insights. Acquiring new knowledge enables us to adapt and enhance our practices, both in the short term (during the project) and long term (after the project has concluded). The main objective is to maximize the impact on the communities and other stakeholders involved.

PURPOSE OF THE WORKSHOP

The Objectives of the Knowledge Management Workshop are:

• Enhance participants’ comprehension of knowledge management concepts,
• principles, and practices.
• Assess and document the current knowledge assets, gaps, and opportunities within Stromme Foundation Nepal (SFN) and its partner organizations.
• Collaboratively develop a knowledge management framework and action plan
• tailored specifically to SFN’s context, program, and partner organizations.
• Build capacity and equip participants with the necessary skills in knowledge management tools, techniques, and systems.
• Explore and select appropriate knowledge-sharing mechanisms and tools suitable for SFN and partners.
• Develop a draft knowledge management strategy and action plan that aligns with
• SFN’s goals and objectives.
• Promote a culture of continuous learning and collaboration among staff to enhance knowledge exchange and utilization.

THE SCOPES/ DELIVERABLES

The consultant(s) will be responsible for the following tasks as part of the workshop:

• Workshop Session Planning: Develop detailed session plans in consultation with SFN to ensure alignment with organizational goals and participant needs.
• Knowledge Management (KM) Frameworks: Facilitate building capacities on knowledge/ skills on KM definitions, frameworks, and global best practices to guide the organization’s approach to knowledge management.
• Conduct activities to increase awareness and build capacity among staff regarding KM principles, practices, and their importance
• Organizational Knowledge Mapping: Conduct assessments to identify and map both explicit and tacit knowledge within the organization.
• Tools and Platforms Identification: Evaluate and recommend tools and platforms for effective knowledge capture, storage, and dissemination.
• Roles and Responsibilities: Define and clarify roles and responsibilities related to KM within the organization.
• KM Roadmap Development: Draft a comprehensive KM roadmap tailored for SFN, outlining strategic goals, initiatives, and timelines for implementation.
• Reporting of Workshop Insights: Capture key insights, discussions, and outputs from the workshop sessions for follow-up and reporting purposes.
• Workshop Completion Report: Provide a detailed report summarizing key discussions, findings, and actionable recommendations from the workshop.
• KM Strategy and Action Plan: Develop and draft a KM strategy and actionable plan specific to the needs and context of SFN.
• List of Recommended KM Tools and Practices: Compile a comprehensive list of KM tools and practices that can be adopted by SFN to enhance knowledge management efforts.
• Finalization of KM strategy and action plan of SF Nepal.

By effectively fulfilling these responsibilities, the consultant(s) will support SFN and its partner organizations in developing a robust knowledge management system that enhances organizational learning and effectiveness.

METHODOLOGY

The workshop will be participatory and interactive, featuring:

• Presentations and case studies
• Group discussions and brainstorming
• Knowledge mapping exercises
• Role-playing and simulations
• Action planning sessions
• Comprehensive documentation of the workshop process and outcomes

WORKSHOP PARTICIPANTS

Participants will include:

• SFN staff: Country Director and program team members- 4 persons
• Selected partners’ staff from all 7 partner NGOs: Executive Directors, Program Manager/ Coordinators, MEAL officers-22 to 24 persons

DURATION AND VENUE

Duration: The residential workshop will be 3-4 days, finalized with SFN and consultants based on the final session plan.

Dates: December 16-18/19, 2025

Venue: TBD (Outside of Kathmandu Valley)

REQUIRED QUALIFICATIONS

To effectively facilitate a Knowledge Management (KM) workshop, finalize a KM strategy and action plan, and handle documentation, consultants should possess a blend of technical expertise, facilitation skills, and strategic thinking. Here are the key qualities and competencies required:

Technical Expertise in Knowledge Management

• Understanding of KM principles and frameworks and models
• Experience in developing and implementing KM strategies and systems.
• Familiarity with KM tools and platforms (e.g., SharePoint, Confluence, M-Files).

Facilitation and Communication Skills

• Strong facilitation skills to guide diverse participants through discussions, brainstorming, participatory processes/ tools, and decision-making.
• Ability to engage participants, manage group dynamics, and ensure inclusive participation.
• Excellent verbal and written communication skills for clear articulation of concepts and documentation.

Strategic Planning and Analytical Thinking

• Capability to analyze organizational needs, identify knowledge gaps, and propose actionable KM solutions.
• Experience in developing strategic plans, including setting objectives, KPIs, and implementation roadmaps.
• Ability to align KM initiatives with organizational goals and priorities.

Stakeholder Engagement and Change Management

• Skills in stakeholder analysis, engagement, and consensus-building.
• Understanding of organizational culture and how it impacts KM adoption.
• Experience in change management to support the implementation of KM practices.

Documentation and Reporting Skills

• Proficiency in workshop documentation, including capturing key discussions, decisions, and action points.
• Ability to produce high-quality reports, strategies, and action plans that are clear, structured, and actionable.
• Familiarity with visualization tools for mapping KM processes and frameworks.

Project Management

• Experience in managing KM-related projects, including timelines, deliverables, and stakeholder coordination.
• Ability to work within budget and time constraints.
• Understanding of the NGO and INGO management with the development program and projects sector to contextualize KM practices effectively.

Click on the link for Application Form

SUBMISSION OF PROPOSALS

The interested and qualified consultants/consulting firm must apply by 17:00 hours dated November 17, 2025. The proposal should include the following documents:

• A technical proposal, including methodology and curriculum, and references, including the implementation Plan.
• A financial proposal must include an estimate of direct costs related to the consultancy.
• Detailed curriculum vitae of the consultant and all team members
• VAT or PAN registration certificate (for both firms and individual consultants).

All terms and conditions will be included in the consultancy contract agreement. SFN reserves the right to select or reject any Statement of Work (SoW) with its judgment, as well as cancel/terminate at any stage if a situation arises.