Knowledge Management Specialist

Role Overview

Food for Education (F4E) is hiring a Knowledge Management Specialist to move the organisation from fragmented, inconsistently filed documentation to one trusted destination where every team can quickly find what it needs. The person in this seat designs the rules for how information is named, organised and reviewed, recruits a network of departmental champions to uphold those rules, and partners with the technology team to launch an intranet that staff genuinely use. Because the mandate comes from the COO rather than a reporting line, the work runs on influence, clear standards and consistent follow-through across every function.

Key Responsibilities

• Define the standards: Create and roll out an organisation-wide document naming convention, folder structure and taxonomy so materials are filed the same way regardless of who creates them.
• Build the governance framework: Write and implement a set of knowledge standards that lets departments be monitored against agreed criteria rather than left to maintain their own habits in isolation.
• Run the review cycle: Establish and chair a termly or quarterly review that checks each department's adherence to the framework and catches drift before it becomes a problem.
• Recruit the champion network: Build relationships across every function and identify, brief and keep engaged a Knowledge Champion in each department who leads knowledge practice locally.
• Influence without authority: Hold colleagues to the framework through trust, persuasion and the COO's backing, since the role carries no direct line management over the people it must hold to standard.
• Deliver the system: Research options and work alongside the tech team to select and launch a knowledge management platform and intranet suited to F4E's size, sector and working style, serving as the organisation's central knowledge hub.
• Embed change management: Apply change management practices throughout the roll-out so adoption is smooth, the system stays usable, and content remains relevant to how teams actually work.
• Measure and improve: Track search analytics, usage and adoption metrics, gather feedback from teams, and propose fixes where content, indexing or workflows fall short; help convene forums where functions exchange lessons learned and good practice.

Requirements & Qualifications

• A minimum of five years owning the end-to-end design, implementation and roll-out of a knowledge management system — this is essential.
• Experience in large organisations with dispersed or field-based staff is an advantage.
• Strong research skills and excellent written and verbal communication, with a proven ability to simplify complex processes into guidance others can follow.
• Practical familiarity with tools such as SharePoint, Google Sites and Notion, alongside intranet platforms such as LumApps, WorkVivo or Happeo.
• Exposure to, or a genuine interest in, exploring how AI can be applied within a knowledge management environment.
• Highly organised and detail-oriented, comfortable juggling several workstreams at once.
• Confident partnering with technology teams and enthusiastic about using digital tools to improve learning and day-to-day operations.
• Strong interpersonal skills, including the ability to build trust and collaborate across functions and seniority levels.
• Proactive and curious, motivated by a strong sense of ownership over the outcome.
• Commitment to Food for Education's mission and values.

What Success Looks Like

• The whole organisation has adopted and adapted a shared knowledge taxonomy.
• Every department has appointed a Knowledge Champion who keeps it aligned to the governance framework.
• F4E has a single knowledge repository that all team members can log into to locate and search key documents.
• With those foundations in place, the specialist moves on to making the stored knowledge user-friendly, well-indexed and relevant to the stakeholders who depend on it.