Knowledge Management Specialist (Consultant) At Asian Disaster Preparedness Center

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A. About the Asian Disaster Preparedness Center

Asian Disaster Preparedness Center (ADPC) is an autonomous international organization established for scientific, educational, developmental, and humanitarian purposes, with the vision of creating safer communities and fostering sustainable development through strengthened disaster risk reduction (DRR) and climate resilience across Asia and the Pacific. Since its establishment in 1986 as a regional technical capacity‑building center, ADPC has evolved into a leading regional organization supporting countries to reduce disaster and climate risks through evidence‑based, innovative, and inclusive approaches.

ADPC delivers a wide range of programs across its strategic priority areas, including:

  • Risk Knowledge and Geoinformatics
  • Policy and Institutional Systems
  • Effective Localization for Resilience
  • Climate Services
  • Resilient Planning and Implementation
  • Preparedness and Anticipatory Action
  • Nature‑based Solutions
  • Financing for Resilience
  • Resilient Recovery
  • Food and Water Security
  • Disaster Risk Finance and Insurance
  • Health Risk Management
  • Urban and Infrastructure Resilience
  • Private Sector Engagement
  • ADPC Knowledge Academy

These priority areas are reinforced by ADPC’s cross‑cutting themes, which are embedded across all programs and operations:

  • Gender Equality and Social Inclusion (GESI)
  • Disaster and Climate Innovations
  • Regional and Transboundary Cooperation

ADPC supports countries in implementing global frameworks including the Sendai Framework for Disaster Risk Reduction 2015–2030, the Sustainable Development Goals (SDGs), the Paris Agreement/UNFCCC, and the New Urban Agenda, while contributing to national and regional policy advancement on resilience. Through multi‑sectoral partnerships, technical advisory services, capacity development, and program implementation across multiple countries, ADPC works to strengthen systems, institutions, and communities to better manage disaster and climate risks.

For additional details, please visit: http://www.adpc.net/

B. Department Introduction

The Preparedness and Climate Action Department (PCA) strengthens the capacities of governments, response organizations, civil society, private sector actors, and at‑risk communities to prepare for, respond to, recover from disasters and adapt to the increasing risks associated with disasters and climate change. PCA emphasizes locally led preparedness and adaptation, ensuring that resilience-building efforts are rooted in local systems, institutions, knowledge, and leadership.

PCA contributes to ADPC’s regional mandate by designing and implementing programs aligned with ADPC’s strategic priority areas, including Climate Services, Preparedness and Anticipatory Action, Resilient Planning and Implementation, Health Risk Management, Nature‑based Solutions, Resilient Recovery, and Financing for Resilience, among others. These programs support countries in advancing the Sendai Framework, SDGs, and the Paris Agreement, while strengthening institutional, community, and system-wide resilience.

The department also ensures that all interventions incorporate ADPC’s core cross‑cutting themes, Gender Equality and Social Inclusion (GESI), Disaster and Climate Innovations, and Regional and Transboundary Cooperation, as foundational elements across program design, implementation, monitoring, and knowledge generation.

PCA is structured into three functional units that work together to deliver integrated preparedness and climate action programming:

  • Climate Action and Impact (CAI) – driving climate action strategies, impact measurement, monitoring and evaluation systems, and evidence generation.
  • Emergency Preparedness and Response (EPR) – strengthening preparedness capacities, emergency response planning, and health risk management.
  • Resilience Building and Localization (RBL) – supporting resilient recovery, localization approaches, and capacity development at national and subnational levels.

Through multi‑country operations, technical advisory services, and strategic partnerships, PCA ensures coherent, evidence‑based, and impact‑driven delivery of ADPC’s mandate across Asia and the Pacific.

C. Statement of Intent

The primary purpose of this assignment is to support the PCA Department program teams in developing and implementing Knowledge Management (KM) strategies that enable the programs to capture, share, and utilize the collective knowledge.

The PCA department is implementing the Asian Preparedness Partnership (APP) program. APP is a multi-stakeholder regional partnership comprising government stakeholders, local NGOs, civil society organizations, media, academia, and the private sector in Cambodia, Lao PDR, Myanmar, Philippines, Nepal, Pakistan, and Sri Lanka, with support from the Gates Foundation. The APP promotes and supports locally-led actions to prepare for, respond to, and recover from disasters, commonly referred to as “localization.”

The consultant will be providing support in building and maintaining a positive profile of APP work through the impactful engagement, development, communication and delivery of compelling stories that reinforce the image of APP, and supporting regular and efficient sharing and exchange of information through social media as well as regional and global platforms. The position will involve the development of knowledge products and effective internal and external communication relating to the localization program of ADPC.

Note: It is not the intent of this TOR to cover every aspect of the position requirements but rather to highlight the most important areas of personal and joint responsibility.

D. Responsibilities and Tasks

Based full-time at ADPC Head Office in Bangkok, the consultant will report to the Localization (APP3) Program Manager and work closely with the Unit head and other PCA Program Teams and the ADPC Communications team and be responsible for the following areas.

Key Responsibilities

Strategic Guidance on Knowledge Management:

  • Develop knowledge management objectives and strategies for APP 3 in consultation with Program Stakeholders.
  • Design and execute research and knowledge management activities for various program components in consultation with technical program leads ensuring alignment with program priorities.
  • Design and oversee an inventory of data, information, evidence and other resources in support of different thematic priorities of the PCA department to support the development of strategic directions for national and regional program interventions.
  • Guide stakeholder engagement by planning and preparing content for media, social media, and programmatic events.

Knowledge Product Development and Dissemination:

  • In-line with the KM objectives and strategy, conceptualize, design, and oversee the development of targeted knowledge products and dissemination channels.
  • Generate content for standard knowledge products such as: process documents, fact sheets, brochures, project overviews, success stories, and multimedia materials, electronic newsletters, and curated articles.
  • Prepare briefing materials tailored for diverse stakeholders, including donors, partners, and policymakers.
  • Plan, develop and edit thematic publications, ensuring alignment with ADPC branding and communication guidelines.
  • Maintain consistency, accuracy, and quality across all knowledge outputs.
  • Disseminate knowledge products via suitable channels appropriate to the program context for visibility and knowledge sharing.

Systems for Knowledge Collection, Curation, Retrieval and Capacity Building:

  • Develop systems for identifying and collecting critical knowledge, lessons learned, and best practices by the APP team for development of suitable knowledge products.
  • Translate tacit knowledge (personal experience) into explicit knowledge (documented information) and oversee the creation of technical documentation and knowledge products.
  • Design, and oversee programs’ knowledge repositories, such as Google Drive folders, content management systems, and databases. Ensure these systems are user-friendly, accessible, and updated.
  • Foster a culture of knowledge sharing and continuous learning by introducing and supporting collaborative tools and practices.
  • Provide training and support to program teams on using knowledge management tools, platforms, and standards for effective knowledge sharing.

Monitoring and Reporting:

  • Analyze and report on the effectiveness of KM initiatives using key performance indicators (KPIs) and other metrics. Use data to identify knowledge gaps, measure engagement, and make recommendations for improvement.

This job description covers the general responsibilities and representative tasks of this position. Other tasks may be assigned as necessary according to program priorities and needs.

E. Expected Outputs

Deliverable 1 : Strategic Knowledge Management and Planning

  • Conceptual frameworks for KM and research activities
  • Knowledge Management (KM) Strategy for APP Phase III
  • KM Action Plan (aligned with APP3 and ADPC priorities)

Tentative Timeline : Month 2

Deliverable 2 : Knowledge Product Development and Strategic Communication

  • Development of knowledge productsFor 10th APPRSC Meeting and Localization Policy Dialogue:
  • Fact sheets
  • Publication, synthesizing APP impact stories/best practices of countries
  • Process documents
  • Videos
  • Content for newsletters, websites, and social media
  • Dissemination plans and execution (events, digital channels)
  • Thematic publications (at least 2 key publications)

Tentative Timeline : Months 1-2

Deliverable 3 : Knowledge Systems, Documentation, and Capacity Building

  • Establishment of KM repository (Drive/CMS/database) with taxonomy
  • Inventory/database of program data, evidence, and resources
  • Facilitation of knowledge sharing practices across teams/NPPs
  • Guidance notes for APP countries, including tools/templates for knowledge capture

Tentative Timeline : Months 5-6

Deliverable 4 : Monitoring, Reporting, and Continuous Improvement

  • KM performance framework with KPIs
  • KM performance and analytics reports
  • Dissemination and engagement analytics (web, social, publications)
  • Recommendations for improving KM systems and outputs
  • Final KM summary report with key achievements, gaps, and forward recommendations

Tentative Timeline : Months 3-4

F. Working Principles

Overall Supervision and Reporting:

In performing the duties and responsibilities indicated above, the Consultant will be supervised by the respective Program Manager of Localization under the overall guidance of PCA Director of ADPC. The Consultant will also closely work with other unit head Project/Program Managers and Coordinators in the program countries of the PCA Department.

Administrative Coordination and Liaison:

The Consultant will coordinate closely with the PCA Department’s administrative and support teams to ensure smooth operational functioning. This includes scheduling meetings, coordinating with internal and external stakeholders, and managing communications related to program documentation and knowledge management activities.

G. Qualifications

Education:

  • Master’s degree in Information Science, Knowledge Management, Mass Communication, Journalism, Information Systems or other related fields.

Work Experience:

  • At least 8 years of proven experience in Knowledge Management, Information Management or Communications.
  • Proven experience in developing technical documents, case studies, reports, and knowledge products.
  • Experience in web content management and working with online platforms.

Skills and Competencies:

  • Excellent written and verbal communication skills in English, with strong editing and proofreading abilities.
  • Basic knowledge of common documentation software such as InDesign, Adobe Suite etc for swift troubleshooting if required.
  • Strong analytical and research skills, with the ability to synthesize complex information into clear and engaging knowledge products.
  • Ability to identify knowledge gaps, analyze system effectiveness, and measure the impact of KM strategies.
  • Familiarity with website management platforms and digital content tools.
  • Strong organizational skills, attention to detail, and ability to manage multiple tasks and deadlines simultaneously.
  • Ability to work independently, with initiative, and collaboratively within a team environment.
  • Knowledge of the working ethics of national government agencies, international NGOs, national NGOs, private organizations, and international organizations would prove to be an added advantage.

Preferred Qualifications:

  • Excellent interpersonal and communication skills, team-oriented work style, and experience in working in a multicultural environment.
  • Strong networking capacity and understanding of humanitarian and development nexus at local and regional levels.

Duty Station: ADPC Head Office, Bangkok.

Contract Duration: 06 months with the possibility of extension based on the performance and requirements of the position and program.

Condition of Payment:

The payment will be made based on the submission of monthly timesheets to the localization Program Manager detailing activities carried out in relation to the above responsibilities. In addition, the consultant is eligible to reimburse any program related costs incurred for implementation of the program activities, subject to prior approval.

Itinerary:

In case of official missions outside the duty station, the Consultant will be entitled to local/international travel, daily subsistence allowance, accommodation, and other related travel costs as per ADPC financial policy. All travel must be pre-approved by ADPC and undertaken only upon written request and consent by the ADPC.

Selection Method:

The consultant will be selected in accordance with ADPC’s recruitment process.

How to apply

Interested individuals are invited to submit a completed ADPC application form (downloadable from www.adpc.net), along with a resume, copies of degrees/certificates, and a cover letter, to:

procurement@adpc.net

The email subject should clearly indicate the position being applied for, for example:

[Knowledge Management Specialist (Consultant), Name of Candidate]

Female applicants are especially encouraged to apply.

ADPC values diversity and fosters an inclusive work environment, welcoming applications from qualified candidates regardless of background.