Terms of Reference for Documentation and Knowledge Management Associate

Terms of Reference for

Documentation and Knowledge Management Associate

1. Position Information

Position Title: Documentation and Knowledge Management Associate

Organization: Karkhana Samuha

Project: Civil Society Empowerment for Accountable Education Project

Duty Station: Kathmandu-based / hybrid, with remote work possible

Type of Contract: Part-time

Duration: 3 months (with possibility of extension)

Work Hours: 30 hours per week approx.

Basic Compensation: NPR. 30,000/- basic

Reports To: Project Coordinator

2. Background

Karkhana Samuha is implementing the Civil Society Empowerment for Accountable Education (CSE) Project under the Education Out Loud programme, supported by the Global Partnership for Education. The project aims to strengthen civil society engagement, social accountability, and evidence-based advocacy for inclusive and quality public education in Nepal.

The project works with civil society organizations, youth groups, education stakeholders, local governments, and learning collaborative members to promote accountable education systems. As part of this work, the project has generated a wide range of reports, learning documents, advocacy tools, meeting notes, monitoring frameworks, policy references, and knowledge resources related to education accountability.

To make these materials more accessible and useful for project team members, donors, Learning Collaborative members, Civil Society Organization (CSOs), and other education stakeholders, Karkhana Samuha plans to reorganize the CSE Wiki in Notion into a more structured, user-friendly, and resource-oriented platform similar to Wikipedia. The Wiki should serve as a living knowledge hub for education accountability, right to education, social accountability tools, learning resources, advocacy materials, and project documentation.

For this purpose, Karkhana Samuha seeks to hire a part-time Documentation and Knowledge Management Associate to support report review, resource organization, and restructuring of the CSE Wiki.

3. Purpose of the Assignment

The main purpose of this assignment is to support the CSE Project team in improving documentation and reorganizing the CSE Wiki into a user-friendly knowledge platform on education accountability. The associate will help ensure that project knowledge is properly reviewed, categorized, updated, summarized, linked, and presented in a way that is easy for users to search, understand, and apply.

4. Objectives of the Assignment

The specific objectives of the assignment are:

• Review existing project reports, meeting notes, learning documents, and resource materials.
• Update relevant project documents, summaries, and resources in the CSE wiki.
• Reorganize the CSE Wiki as a practical resource hub on education accountability, and make clear, searchable, accessible and user-friendly structure.
• Support the project team in developing the tools/framework and maintaining an updated knowledge management system.

5. Scope of Work

The selected associate will be responsible for the following major areas of work:

• Review project reports, meeting notes, LC documents, tools, templates, and resource materials.
• Update relevant reports, summaries, links, and resources in the CSE Wiki workspace.
• Reorganize the CSE Wiki into clear thematic sections on education accountability, social accountability and advocacy.
• Improve the Wiki structure using clear page titles, tags, categories, links, and searchable resource pages.
• Support the project team in maintaining an updated knowledge management system.

6. Deliverables

• Document review listing available CSE documents, gaps, duplicates, and suggested categories.
• Proposed CSE Wiki structure with main sections, sub-sections, tags, and navigation approach.
• Reorganize the CSE Wiki in a format similar to Wikipedia, where users can easily search and explore topics.
• Updated CSE Wiki pages with relevant reports, summaries, tools, templates, and resource links.

7. Methodology and Working Approach

The associate will work closely with the CSE project team to understand the project’s documentation needs and user groups.

The working approach will include:

• Initial orientation with the CSE project team.
• Review of existing Notion workspace and project documents.
• Regular check-ins with the supervisor.
• Drafting and incremental updating and reorganization of pages.
• Feedback collection from project team members.
• Revision and finalization of Wiki pages.

The associate is expected to work independently while maintaining regular communication with the project team.

8. Expected Outputs by the End of the Assignment

By the end of the assignment, the CSE Project should have:

• A reorganized and user-friendly CSE Wiki in Notion.
• Updated and properly categorized reports and project documents.
• Clear thematic pages on education accountability and related topics.
• Short summaries of key project resources.
• A functional tagging and navigation system.
• A better organized knowledge hub for CSOs, Learning Collaborative members, and project staff.

9. Required Qualifications and Experience

The ideal candidate should have the following qualifications and experience:

Essential Qualifications

• Bachelor’s degree in education, social sciences, development studies, information management, or a related field.
• Strong writing, editing, and documentation skills in English and Nepali.
• Good understanding of knowledge management, documentation, or content organization.
• Experience using Notion or similar digital documentation platforms could be beneficial.
• Ability to organize large amounts of information in a clear and user-friendly way.
• Ability to work independently and meet deadlines.
• Interest in education, civil society, governance, or social accountability.

Preferred Qualifications

• Familiarity with Notion, Google Drive, Google Docs, and Google Sheets.
• Good digital organization skills and creating resource hubs, Wikis, knowledge portals, or digital libraries.
• Ability to create clear page structures, tags, databases, and links in Notion.
• Sensitivity toward GEDSI and inclusive language.
• Ability to write or organize content in both English and Nepali.

As the CSE Project is related to education and may include information from civil society organizations, governments (local provincial and federal), schools, students, teachers, parents, and community members, the associate must follow ethical documentation practices.

Application Process

Interested and qualified candidates are requested to submit their application via this Google Form by June 11, 2026.

Deadline to apply: June 11, 2026, 11;59 PM. (Applications received after this date and time will not be accepted).

Karkhana Samuha is an equal-opportunity employer and is committed to diversity and inclusion within its workforce. We strongly encourage applications from women, gender minorities, and persons with disabilities.