TERMS OF REFERENCE Short-Term Consultancy: Document Management Consultant Information Systems · Short-Term Assignment · Knowledge Management

  Cedar Africa Group is a management consulting firm specialising in change management, leadership development, talent advisory, and organisational transformation across East Africa.
As part of an ongoing commitment to strengthening internal systems and operational efficiency, Cedar Africa Group seeks to migrate its document management and filing infrastructure to Microsoft SharePoint. The migration is intended to enhance document governance, collaboration, information security, accessibility, version control, and organisational knowledge management.
Cedar Africa Group therefore invites applications from suitably qualified consultants to support the design, configuration, migration, and rollout of the new SharePoint environment.
 

Assignment Type	Short-Term Consultancy
Expected Duration	4-8 weeks
Reporting Line	Chief Executive Officer or designated Project Lead
Location	Flexible

The primary objective of this consultancy is to deliver a fully configured, well-governed, and staff-ready SharePoint environment that replaces Cedar Africa Group’s existing infrastructure. Specifically, the consultant will:

• Assess the current filing structure and filing environment.
• Design an improved SharePoint document management architecture aligned to the organisation’s operations.
• Support the full migration of files and folders to SharePoint.
• Establish governance frameworks and document management protocols to ensure sustainable use of the new system.
• Train staff and support organisational adoption of the SharePoint environment.

The consultant will be responsible for the following workstreams:
A.  Current State Assessment

• Review the existing filing structure, folder architecture, and filing conventions.
• Assess duplication, access permission gaps, and usability challenges within the current environment.
• Identify risks, structural inefficiencies, and opportunities for improvement.
• Engage key staff to document existing document management workflows and pain points.

B.  SharePoint Design & Architecture

• Design a future-state SharePoint structure aligned to Cedar Africa Group’s operational model and team structure.
• Develop a comprehensive information architecture covering: folder hierarchy, naming conventions, document classification, access and permission structures, and governance protocols.
• Recommend best practices for document storage, retrieval, and cross-team collaboration.

C.  Migration Support

• Configure the SharePoint environment in preparation for migration.
• Execute or oversee the migration of all files and folders to SharePoint, ensuring integrity and continuity throughout.
• Verify that appropriate file permissions and access controls are maintained post-migration.
• Support the clean-up and rationalisation of outdated, duplicate, or redundant files where appropriate.

D.  Governance & Process Documentation

• Develop clear document management guidelines and standard operating procedures (SOPs) covering: file naming conventions, folder management, access protocols, version control, archiving practices, and document ownership and accountability.

E.  User Training & Change Adoption

• Design and facilitate training sessions for staff on SharePoint usage and document management practices.
• Provide practical user support during the transition period.
• Support change adoption and transition management to ensure sustained system use post-handover.

The consultant shall produce and submit the following deliverables upon completion of the assignment:

✓ Current-State Assessment Report

✓ SharePoint Folder Structure & Governance Design Document

✓ Fully Configured SharePoint Environment

✓ Migrated Files and Folder Structure

✓ Document Management SOP / Guidelines

✓ Staff Training Session(s) and User Guide

✓ Final Migration & Handover Report

Suitable candidates will demonstrate the following:

• Technical Expertise: Proven experience in Microsoft SharePoint configuration, administration, and document management system design.
• Migration Experience: Demonstrated track record of executing Google Drive to SharePoint (or equivalent platform) migrations, including permissions management and data integrity assurance.
• Governance Knowledge: Familiarity with information governance frameworks, document classification, and records management best practices.
• Facilitation Skills: Ability to design and deliver user training and drive change adoption within professional services or similar environments.
• Communication: Strong written and verbal communication skills, with the ability to engage both technical and non-technical stakeholders effectively.

Interested consultants are invited to submit their application through Cedar Africa Group’s vacancies portal. 

Applications must be submitted via the vacancies portal and should include the following:

1. A short individual or company profile.
2. Summary of relevant experience and similar assignments completed.
3. Proposed methodology and approach for the assignment.
4. Indicative timeline and workplan.
5. Financial proposal (inclusive of all fees and applicable taxes).
6. At least two professional references.
7. Samples or examples of similar work previously completed.

Only shortlisted candidates will be contacted.
Cedar Africa Group thanks all applicants for their interest in this engagement.