About the Role

The Knowledge Management Specialist is responsible for ensuring knowledge across the entire organization is available, reliable (up-to-date), and easily accessible to all key staff. To help us achieve this, you will be required to define and roll out an org-wide taxonomy and governance framework, and identify and onboard knowledge champions across each function. The desired end goal is to launch a central knowledge repository that you maintain with support from the knowledge champions.

Key Responsibilities

Governance & standards

• Define and roll out F4E's org-wide document naming convention, folder structure and taxonomy.
• Define and roll-out F4E’s knowledge governance framework, so departments are monitored against agreed standards rather than left to self-maintain.
• Set and run a standing review cycle, held termly or quarterly to actively monitor and review departmental adherence to the framework.

Knowledge Champion Network

• Build relationships across all the functions in the organisation.
• Recruit, brief, and engage a Knowledge Champion in every department.
• Hold the network to the governance framework standard without formal line authority (this role works through influence and a mandate from the COO, not direct authority)

Knowledge Management System Roll-Out & Maintenance

• Conduct research and work alongside the tech team to roll out the desired knowledge management system.
• Launch and maintain an intranet that is appropriate to F4E's organisational size, sector and ways of working — serving as the organisation's central knowledge hub.
• Embed change management principles in the KM system roll-out process to ensure easy adoption, usability and relevance.

Analytics & Continuous Improvement

• Monitor search analytics and feedback to identify gaps in the knowledge base e.g. do the knowledge resources reflect real workflows? Is the knowledge indexed appropriately? etc
• Track and report knowledge base usage and adoption metrics.
• Collect feedback from teams and propose improvements to both content and systems.
• Help organize knowledge-sharing forums or sessions where teams exchange lessons learned and best practices.

Minimum Requirements

• 5+ years experience owning the end-to-end design, implementation and roll out of a knowledge management system is a must-have.
• Experience working in large organisations with field staff is a plus.
• Research capabilities and strong writing and communication skills, with the ability to simplify complex processes.
• Familiarity with tools such as SharePoint, Google Sites and Notion, in addition to intranet solutions such as LumApps, WorkVivo, Happeo, etc.
• Exposure or interest in exploring how we can leverage AI within the KM system.
• Highly organized, detail-oriented, and comfortable managing multiple tasks.
• Comfortable partnering with technology teams and excited about using digital tools to improve learning and operations.
• Strong interpersonal skills, including the ability to build trust and collaborate across teams.
• Proactive, curious, and motivated by a strong sense of ownership.
• Commitment to Food for Education’s mission and values.

What Success Looks Like

Success in this role is as described below:

• The entire organisation has defined and adapted a knowledge management taxonomy.
• Each department has appointed a knowledge champion who ensures adherence to the governance framework developed.
• Food4Education has one knowledge repository that all team members can log into to find and search key documents.

Once the 3 key goals above are achieved, the specialist can go a step further by ensuring the knowledge stored is user-friendly and relevant to their respective stakeholders.

• Define and roll out F4E's org-wide document naming convention, folder structure and taxonomy.
• Define and roll-out F4E’s knowledge governance framework, so departments are monitored against agreed standards rather than left to self-maintain.
• Set and run a standing review cycle, held termly or quarterly to actively monitor and review departmental adherence to the framework.
• Build relationships across all the functions in the organisation.
• Recruit, brief, and engage a Knowledge Champion in every department.
• Hold the network to the governance framework standard without formal line authority (this role works through influence and a mandate from the COO, not direct authority)
• Conduct research and work alongside the tech team to roll out the desired knowledge management system.
• Launch and maintain an intranet that is appropriate to F4E's organisational size, sector and ways of working — serving as the organisation's central knowledge hub.
• Embed change management principles in the KM system roll-out process to ensure easy adoption, usability and relevance.
• Monitor search analytics and feedback to identify gaps in the knowledge base e.g. do the knowledge resources reflect real workflows? Is the knowledge indexed appropriately? etc
• Track and report knowledge base usage and adoption metrics.
• Collect feedback from teams and propose improvements to both content and systems.
• Help organize knowledge-sharing forums or sessions where teams exchange lessons learned and best practices.

• Research capabilities
• Strong writing and communication skills
• Ability to simplify complex processes
• Familiarity with SharePoint, Google Sites and Notion
• Familiarity with intranet solutions such as LumApps, WorkVivo, Happeo
• Exposure or interest in leveraging AI within KM systems
• Highly organized
• Detail-oriented
• Comfortable managing multiple tasks
• Comfortable partnering with technology teams
• Excited about using digital tools to improve learning and operations
• Strong interpersonal skills
• Ability to build trust and collaborate across teams
• Proactive
• Curious
• Motivated by a strong sense of ownership

• 5+ years experience owning the end-to-end design, implementation and roll out of a knowledge management system is a must-have.
• Experience working in large organisations with field staff is a plus.
• BA/BSc/HND