Project Business Change services for the ITM Recovery project

2026-0031, Project Business Change services for the ITM  Recovery project

1. Awareness Campaign & Communications

• Develop and execute an Awareness Campaign Plan for ITM-RC1.
• Create and manage communication materials:
  • Slide decks
  • Q&A documents
  • Promotional videos
• Coordinate with stakeholders (internal & external).
• Support video production (concept, messaging, delivery).
• Organize meetings:
  • Take minutes
  • Track actions and follow-ups
• Maintain all artefacts on the Agency portal (e.g. SharePoint).

2. Organizational Change Management (OCM)

• Support change management activities:
  • Workflow analysis (current vs future)
  • Transition approaches
  • Communication plans
• Align awareness activities with organizational change.
• Adapt OCM activities based on project progress.

3. Handover/Takeover (HOTO) Support

• Support transition from project to service.
• Coordinate and collect:
  • System artefacts
  • Test artefacts
  • Service documentation
• Track and report progress:
  • Weekly updates
  • Monthly reports
• Work closely with project management (PIM pillar).

4. Sprint-Based Delivery Responsibilities

Sprint Planning

• Define goals, KPIs, and acceptance criteria.
• Plan deliverables and resource allocation.
• Review backlog and priorities.

Sprint Execution

• Execute agreed tasks.
• Attend weekly progress meetings.
• Maintain:
  • Progress tracking tools
  • Quality standards
• Implement continuous improvement feedback.

Sprint Review

• Present results vs KPIs.
• Identify improvements for next sprint.

Sprint Reporting & Payment

• Provide:
  • Verbal updates (review meetings)
  • Written monthly reports (within 5 days)
• Payment tied to:
  • Acceptance criteria
  • Delivery Acceptance Sheet (DAS)

5. Reporting & Documentation

• Produce:
  • Monthly deliverables reports
  • Meeting minutes
  • Progress tracking reports
• Maintain documentation in:
  • SharePoint
  • JIRA
• Update:
  • Logs, templates, baselines
  • Project documentation
• Use Microsoft tools (Excel, Word, etc.).

6. Meetings & Coordination

• Participate in:
  • Daily stand-ups
  • Planning meetings
  • Workshops and events
• Coordinate with:
  • Business Areas (BA)
  • Service Owners (SO)
  • Service Delivery Managers (SDM)
  • CIS Units & ESOC

Experience & Expertise

• Minimum 3 years:
  • Awareness campaigns
  • Video production for communication
  • Organizational change / transformation projects
• Minimum 5 years:
  • Project management support

Subject Matter Expertise

• Communication strategies for large organizations
• Awareness campaigns & engagement
• Video production aligned with business goals
• (Nice to have) dashboards for tracking progress/benefits

Administrative & Technical Skills

• Strong experience with:
  • SharePoint management
  • Meeting minutes & reporting
• Good knowledge of:
  • Project management principles
• Proficiency in:
  • Microsoft Office Suite
• Experience with:
  • JIRA (data entry & tracking)

Soft Skills

• Strong written and spoken English
• Ability to:
  • Write clearly for different audiences
  • Build stakeholder relationships
  • Work collaboratively with diverse teams

Security Requirement

• Mandatory: NATO SECRET clearance
  • Must be valid before contract start

Work Conditions

• Location:
  • At least 50% onsite in Braine-l’Alleud (Belgium)
• Work hours:
  • Mon–Thu: 08:30–17:00
  • Fri: 08:30–15:00 (CET)
• Travel:
  • ~12 trips/year (Mons, Brussels, The Hague)