Development and Deployment of a Knowledge Repository and Online Resource Centre
Development and Deployment of a Knowledge Repository and Online Resource Centre is available at Zambian Governance Foundation in Lusaka, Lusaka, Zambia. Review the job description, requirements, closing date and application details below.
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1. Background The Zambia Governance Foundation for Civil Society (ZGF) is committed to strengthening civil society organizations and promoting community-led development through a “Shifting the Power” mindset. Over years of operation, ZGF has generated substantial institutional knowledge, including research reports, monitoring and evaluation (M&E) frameworks, outcome harvesting data, and communication materials. Beyond internal knowledge management, ZGF wants to position its website, www.zgf.org.zm, as a public resource centre through which ZGF and its network of civil society partners share research, evaluations, learning products, and other documentation with the wider public, funders, researchers, and other governance practitioners. ZGF therefore requires a dedicated, web-integrated knowledge repository: a structured database connected to the existing zgf.org.zm website, with a clearly defined back end through which the Monitoring, Evaluation and Learning (MEL) team uploads and manages documents, and a front end — a public-facing “Resource Centre” section of the website — through which the public can browse, view, and download those documents. The repository must track engagement (views and downloads) per document, and must support monetization: selected documents will require a small access or download fee, with M&E able to designate which documents are free and which are paid on a per-document basis. All usage and revenue data must be visible on a backend dashboard. This initiative is funded by Comic Relief and will be technically overseen by ZGF’s Senior Specialist MEL and Senior Specialist ICT. 2. Objective of the Assignment The objective of this consultancy is to engage a qualified consultant (individual or firm) to design, develop, deploy, and institutionalize a centralized knowledge repository, integrated into the existing zgf.org.zm website, that: • Functions as a public-facing Resource Centre where ZGF’s research reports, M&E products, and other documentation are organized, searchable, and accessible to the public; • Gives the M&E department a secure backend interface to upload, categorize, tag, edit, publish, and retire documents without requiring developer involvement for routine use; • Captures usage analytics (views and downloads) at the level of each individual document, and aggregated by category, date range, and document type; • Supports monetized access allowing M&E to mark individual documents as free or paid, and to set a price per document, with payment collected before download/full access is granted; • Presents all of the above on a unified backend dashboard accessible to authorized ZGF staff, showing document inventory, engagement metrics, and revenue from paid downloads. 3. Scope of Work The consultant will work under the direct supervision of the Senior Specialist MEL and Senior Specialist ICT to execute the following tasks: 3.1 Institutional Assessment & Technical Discovery • Review ZGF’s existing website (zgf.org.zm), its current technology stack (JavaScript-based CMS/backend), hosting environment, and any existing content management workflows, to determine the most efficient way to integrate the repository rather than build a standalone system. • Review ZGF’s existing data storage structures, common file formats, historical data assets, and anticipated user access requirements (internal staff vs. public users vs. paying users). • Document recommendations on the integration approach (e.g. native module within the existing site codebase, or a connected repository application with single sign-on / shared branding), for sign-off by the Senior Specialist ICT before development begins. 3.2 System Architecture & Design • Design a dedicated repository database (schema covering documents, categories/tags, metadata, access tier — free or paid — pricing, file versions, and usage logs) that connects to the zgf.org.zm website front end. • Design a metadata tagging taxonomy (e.g. by theme, project, document type, publication year, donor) optimized for public-facing search and filtering on the Resource Centre page. • Design the public-facing Resource Centre page/section, including document listing, preview, search/filter, and a clear, secure checkout flow for paid documents. • Design the backend dashboard for M&E and ICT use, covering: document upload and management; per-document and aggregate view/download analytics; paid vs. free document configuration; and revenue/payment reporting. 3.3 Platform Development • Build the repository database and integrate it with the existing zgf.org.zm website so the Resource Centre operates as a native section of the site (consistent branding, navigation, and authentication). • Build the M&E-facing backend upload interface, allowing authorized M&E staff to upload files, attach metadata/tags, set the document as free or paid (and set the price), publish or unpublish documents, and edit or replace existing entries. • Build the public Resource Centre front end, displaying published documents with titles, descriptions, categories, and a visible view count; enabling free documents to be downloaded directly and paid documents to be downloaded after successful payment. • Integrate a payment gateway supporting Zambian mobile money (MTN Mobile Money and Airtel Money) and card payments, to process small per-document access/download fees securely, with automated receipt confirmation and download unlock on successful payment. • Build the analytics and reporting layer that logs a view event when a document page is opened and a download event when a file is downloaded (free or paid), aggregated into the backend dashboard in real time or near real time. • Build the backend dashboard summarizing: total documents by category; most viewed/downloaded documents; free vs. paid performance; and revenue collected over selectable date ranges, with export to Excel/CSV. • Implement user access controls distinguishing administrator (ICT), content manager (M&E), and public user roles, with appropriate permissions for each. • Implement data security measures, including encryption of data at rest and in transit, secure handling of payment transactions (e.g. via a PCI-compliant gateway/provider), and automated backups of the repository database. 3.4 Data Migration • Assist in the systematic categorization and migration of historical institutional data (e.g. project reports, evaluations, newsflashes) into the new repository, tagging each item appropriately and assigning free/paid status in consultation with M&E. 3.5 Capacity Building & Handover • Conduct dedicated technical training for the ICT team (system administration, backups, security, payment gateway reconciliation, and troubleshooting). • Conduct operational training for the MEL team and relevant staff (uploading documents, tagging, setting free/paid status and pricing, reading the analytics dashboard, and basic content moderation). 3.6 Documentation • Provide comprehensive user manuals (for M&E content managers and for ICT administrators) and technical maintenance documentation, including the database schema, integration points with the existing website, and payment gateway configuration. 4. Outputs The consultant is expected to deliver: 1. Inception Report & Work Plan: Detailing the methodology, proposed technical integration approach with the existing zgf.org.zm site, architecture, and refined timeline. 2. Knowledge Management Assessment & System Blueprint: A report mapping ZGF’s data assets alongside the approved repository design, including database schema, the Resource Centre page wireframes, the backend dashboard wireframes, and the proposed payment flow. 3. Fully Functional Knowledge Repository & Resource Centre: The deployed, tested, and secured system, comprising the dedicated database, the M&E upload backend, the public Resource Centre section on zgf.org.zm, the integrated mobile money/card payment functionality, and the analytics-enabled backend dashboard. 4. Technical & User Documentation: Administrator guide (ICT), content manager guide (M&E), and technical/maintenance documentation. 5. Training Completion Report: Documenting the capacity-building sessions delivered to the ICT, MEL, and core staff teams. 5. Workplace, Process, Reporting and Timeline Location/workstation: Lusaka based, working in a virtual space. Supervision: The consultant will report jointly to the Senior Specialist MEL (for content architecture, the Resource Centre’s editorial/learning requirements, document taxonomy, and monetization policy) and the Senior Specialist ICT (for technical infrastructure, integration with the existing website, security, hosting, payment gateway configuration, and backend administration). ZGF will provide internal documentation, existing data samples, and access to the current zgf.org.zm codebase and hosting environment required for development. The total duration of this assignment is estimated to be 10 weeks, commencing on 10th August 2026. The assignment will be structured according to the following tentative timeline: Phase Focus Dates Phase 1 Inception & Work Plan, incl. review of existing zgf.org.zm tech stack Phase 2 Technical Assessment & System Design (database schema, Resource Centre & dashboard wireframes, payment flow) Phase 3 Core Platform Development, Payment Gateway Integration & Pilot Testing Phase 4 Data Migration, Training & System Handover 6. Desired Qualifications and Experience • Minimum of a Bachelor’s degree in Information Technology, Computer Science, Knowledge Management, Information Systems, or a related field (Master’s degree or professional certifications preferred). • Proven experience (minimum 5 years) in designing and deploying digital knowledge management systems, content repositories, or web-integrated databases, ideally for NGOs or civil society organizations. • Demonstrated experience integrating new functionality into existing websites/CMS platforms (the consultant will be working with ZGF’s existing JavaScript-built site rather than building entirely from scratch). • Demonstrated experience integrating online payment gateways in Zambia or comparable markets, including mobile money (MTN Mobile Money, Airtel Money) and card payments, for digital content or e-commerce use cases. • Strong expertise in database management, data security, cloud hosting, and analytics/reporting dashboards. • Demonstrated experience delivering technical capacity building and training to diverse organizational teams. • Excellent analytical, communication, and report-writing skills. 7. Skills and Competencies A. Core Skills and Competencies • Knowledge Management Architecture: Proven expertise in data taxonomy design, metadata structuring, and intuitive content classification for public-facing repositories. • Web Integration & Systems Development: Advanced capability configuring and deploying databases and content modules that integrate cleanly with an existing website, rather than operating as a disconnected system. • E-commerce & Payment Integration: Practical experience implementing mobile money and card payment flows, including transaction security, receipts, and reconciliation reporting. • Analytics & Dashboard Design: Ability to design clear, actionable dashboards that present document usage (views/downloads) and revenue data to non-technical decision-makers. • Data Security & Cloud Administration: Deep understanding of user access control protocols, data encryption at rest/in transit, backup automation, and cloud hosting infrastructure. • Instructional Design & Capacity Building: Strong ability to translate complex technical processes into digestible training modules and documentation for non-technical users. B. Personal Attributes • Analytical and Systematic: Exceptional critical thinking skills to evaluate disparate data structures and consolidate them into a streamlined, monetizable public repository. • Collaborative & Adaptive: Adept at working alongside multidisciplinary internal teams (specifically M&E and IT specialists) and adjusting delivery to match shifting organizational contexts. • Strong Communicator: High-level cross-cultural verbal and written communication skills, with an ability to deliver clear, jargon-free presentations. • Results-Oriented: Demonstrable self-drive and discipline to manage project milestones rigorously and deliver high-quality outputs under tight deadlines. 8. Payment Terms • Down payment: 40% upon approval of the Inception Report and working schedule. • Final payment: 60% upon delivery and successful testing of the final product, including a working demonstration of document upload, public access (free and paid), payment collection, and the analytics dashboard. 9. Deadline All applications must be submitted by 29th July 2026. Application email: procurement@zgf.org.zm
