Terms of Reference (TOR) - Trainer / Facilitator - Program Documentation & Knowledge Management Workshop

About Vijayavahini Charitable Foundation (VCF)

Vijayavahini Charitable Foundation (VCF) is a not-for-profit organization supported by Tata Trusts. VCF works across a wide range of development themes including agriculture, livelihood promotion, sanitation, nutrition, education, skill development, crafts, and community development.

VCF seeks to strengthen its internal capacities in program documentation, knowledge management, and communication to ensure that program experiences, learnings, outcomes, and impact are effectively captured, organized, and communicated to stakeholders.

Background: As VCF's programs continue to expand across multiple thematic areas and geographies, the need for systematic, high-quality documentation has become increasingly important.

The organization intends to strengthen internal capacities on program documentation across projects and improve systems for capturing, organizing, managing, and communicating program evidence.

The proposed workshop aims to build staff competencies in:

• Documentation
• Program reporting
• Case study development
• Success story writing
• Photography and videography
• Storyboarding and storytelling
• Social media content development (for program officers’/program managers)
• Knowledge management practices

The workshop will also serve as a platform to identify internal talent with strong aptitude for documentation and communication who can be nurtured as documentation champions within the organization.

Assignment Duration and Structure:

The assignment will include:

• A two-day intensive in-person workshop (Grouping will be decided by internal team)
• Participation of a minimum of 30 members per workshop
• Three to four follow-up mentoring/review sessions over a period of three weeks after the workshop. (in-person)
• Submission of final recommendations, templates, and workshop outputs.

The trainer/facilitator should be available for limited post-workshop support to review participant outputs and guide implementation of recommendations.

Participant Profile:

Participants will include personnel working at multiple levels within the organization, including:

• Filed Coordinators/Associates
• Project officers
• Program managers
• Thematic leads
• Support and communication staff

Participants may be grouped according to their roles and levels to facilitate contextualized learning and practical application.

Scope of Work:

1. Pre-Workshop Preparation:

The trainer/facilitator will:

• Review existing documentation formats, reports, communication products, and practices.
• Understand organizational documentation gaps, challenges, and expectations through consultations.
• Design a practical and participatory workshop methodology.
• Prepare real-life exercises, scenarios, templates, and simulation activities.
• Recommend an approach for strengthening documentation and knowledge management systems.

Application Process Interested candidates, agencies, institutions, or organizations may submit their proposals to: careers@vijayavahini.org

Subject Line:

Proposal – Trainer/Facilitator for Program Documentation & Knowledge Management Workshop

Only shortlisted applicants will be contacted for further discussions.

VCF reserves the right to accept or reject any proposal without assigning reasons.

For detailed information, please check the complete version of the RFP attached below. 

Job Email ID: careers(at)vijayavahini.org

Download Attachment: 1.Training - Documentation - TOR.doc