Consultancy - Technical Writer and Editor Consultant

Overall objective: to strengthen the quality, consistency, accessibility and visibility of the GCF Knuckles Project’s knowledge products and communication outputs, so that Project evidence and results reach and are understood by their intended audiences.

Specific objectives:

• Ensure that written outputs of the Project team and partners are clear, accurate, consistent and of publishable standard through technical review, language editing and proofreading.
  
• Produce and edit timely, high-quality news, media, technical content and storytelling content for the ICRAF Sri Lanka country office and Project channels.
  
• Uphold the Project’s house style, terminology and ethical standards in all written communication.
  
  

Summary of responsibilities

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Working arrangements

Work will be requested through short written task orders, each stating the product, purpose, audience, length or format, source materials, review points and deadline. The Consultant will confirm acceptance and feasibility of the deadline within [one (1)] working day. Products vary in size and complexity; the scope, effort and fee for each are agreed before work starts, using the unit rates in the Consultant’s financial proposal.

The Consultant will be responsible for the following tasks:

• Technical review: review draft reports, briefs, papers, training materials and proposals from the Project team and partners for clarity, logic, completeness and internal consistency of data, figures, terminology and conclusions, and refer technical gaps or queries to the responsible author or technical lead. This does not replace scientific peer review.
  
• Copy-editing and language editing: correct grammar, syntax, spelling and punctuation; improve flow, concision and plain-language readability; standardise terminology, acronyms, headings, tables, figure captions and cross-references; apply the Project style guide and referencing conventions.
  
• Proofreading: check designed layouts and final proofs against approved text before printing or publication.
  
• Writing and rewriting: draft or develop from notes, interviews and field visits news items, press releases, feature and success stories, case studies, blogs, newsletter articles, factsheets, executive summaries, key messages, speeches, talking points, web content, captions and social media copy.
  
• Country-office media and news: maintain a content calendar for ICRAF Sri Lanka news; prepare media advisories and releases for approval; compile media coverage and clippings; and support engagement with English, Sinhala and Tamil media as directed.
  
• Translation quality review: where applicable, review Sinhala and Tamil translations for accuracy, terminology and consistency with the English source, and coordinate corrections with translators.
  
• Fact-checking and verification: verify names, titles, dates, figures, place names, institutional names and quotations, and confirm that necessary permissions and approvals are obtained.
  
• Ethical and inclusive storytelling: ensure informed consent for quotes and images, dignified and non-stereotyped portrayal of communities, and gender-responsive and socially inclusive language.
  
• Quality assurance: maintain an editing log, style sheet and glossary; use tracked changes and version control; and provide brief editorial notes to authors to build writing capacity.
  
• Corporate standards and quality: apply the latest Landscape Alliance editorial and publication guidelines and standards to every deliverable.
  
  

Indicative products and turnaround

The list below is illustrative. Actual products, volumes and timelines will be specified in each task order and may differ from product to product.

Indicative product

News item or press release (up to [500] words)

Indicative turnaround (from complete inputs)

[1–2 working days]

Indicative product

Feature story or case study ([800–1,200] words)

Indicative turnaround (from complete inputs)

[5–7 working days]

Indicative product

Copy-edit of report (per [10,000] words)

Indicative turnaround (from complete inputs)

[5–7 working days]

Indicative product

Technical review of a draft output

Indicative turnaround (from complete inputs)

[to be agreed per task order]

Indicative product

Proofreading of designed layout (per [20–30] pages)

Indicative turnaround (from complete inputs)

[2–3 working days]

Quality standards and technical specifications

• Language and style: British English unless otherwise specified; the Project style guide and referencing; plain language suited to the audience; consistent spelling of Sri Lankan place and institution names.
  
• Responsible use of AI tools: unpublished, confidential or personal Project information must not be entered into public generative AI tools without prior written approval. Any AI-assisted content or imagery must be disclosed to the Project and checked by the Consultant for accuracy, originality and rights.
  
• Images and fonts: only original, Project-owned or properly licensed images, fonts and icons may be used, with licences permitting the Project’s intended use and recorded for handover.
  
• Review rounds: each product includes up to [three (3)] rounds of consolidated feedback within the agreed fee. Further changes arising from new content or a change of direction will be agreed in advance.
  
• Corporate review: to ensure consistency in quality, all published materials must undergo quality review by the COE team in Bogor before final release.