About the mission
We are looking for a mid-level project leader and process facilitator to guide the administrative pooling project. This role involves stakeholder analysis, project management, and ensuring effective communication across departments. The facilitator will provide objective expertise and structured approaches to manage complex changes within the organization.
Read the full description
To roll out the administrative pooling in a thoughtful, realistic manner, our organization is seeking an external process facilitator. The complexity of this project, which involves various departments, differing expectations, and existing work cultures, requires a neutral expert who brings structure, maintains objectivity, and guides change in a professional manner. An external process facilitator can fully focus on this change trajectory, where internal employees often lack the time, distance, or expertise to take this on alongside daily operations.
o Task inventory: Listing generic, cross-departmental tasks.
o Competency matrix: Determining the required profiles and core competencies for the pool.
Result: An objective and uniform framework for recruitment & selection, talent development, and internal matching.
Result: An operational project structure with clear role delineations and responsibilities to ensure the quality and progress of project results.
Key Responsibilities
The process facilitator will initially be responsible for the following tasks:Phase 1: Scoping and Stakeholder Support
Validation of scope: clearly defining goals and project results and finalizing project boundaries (including project sponsorship).
In-depth interviews: discussions with managers and employees from all involved departments to map needs, concerns/resistances, and current ways of working.
Result: a supported baseline measurement of the current way of working and a clear view of expectations. This phase forms the basis for a supported design of the future pool.Phase 2: Analysis and Profile Needs
Defining the substantive tasks of the project and developing an action plan per task.
The following tasks will already be part of this:o Task inventory: Listing generic, cross-departmental tasks.
o Competency matrix: Determining the required profiles and core competencies for the pool.
Result: An objective and uniform framework for recruitment & selection, talent development, and internal matching.
Phase 3: Project Team and Coordination
Management: Selection of internal leads (coordinators) per task.
Project management: The process facilitator supports the coordinators with methodologies for project work, team dynamics, and progress monitoring.
Result: An operational project structure with clear role delineations and responsibilities to ensure the quality and progress of project results.
Additional Info
By employing an external process facilitator, the organization gains:objective expertise in change and process management
structured approach to a complex trajectory
support across departments
risk reduction through a pilot project
acceleration in the development of a qualitative administrative pool
This makes it possible to realize the opportunities of pooling – efficiency, quality, collaboration, and continuity – in a sustainable and supported manner.What you'll do
- Validatie scope: de doelen en projectresultaten helder benoemen en de projectgrenzen definitief vastleggen.
- Diepte-interviews: gesprekken met leidinggevenden en medewerkers uit alle betrokken afdelingen om noden, bezorgdheden/weerstanden en huidige manier van werken in kaart te brengen.
- Inhoudelijke werven van het project definiëren en plan van aanpak uitwerken per werf.
- Taakinventarisatie: Oplijsten van generieke, afdelingsoverschrijdende taken.
- Competentiematrix: Bepalen van de benodigde profielen en kerncompetenties voor de pool.
- Selectie van interne trekkers (coördinatoren) per werf.
- De procesbegeleider faciliteert de coördinatoren met methodieken voor projectwerking, teamdynamiek en voortgangsbewaking.
What we're looking for
- Aantoonbare ervaring in change management binnen digitale en organisatie-transformaties
- Aantoonbare ervaring in het faciliteren van workshops en verandertrajecten
- Aantoonbare ervaring in het leiden en begeleiden van projecten
- Aantoonbare ervaring met rapportering en afstemming met management
- Aantoonbare ervaring met stakeholdermanagement op operationeel, tactisch en strategisch niveau
- Aantoonbare ervaring met terminologie, organisatie, rollen en processen van de PM methodologie
- Aantoonbare kennis van Atlassian stack (Jira en Confluence)
- Aantoonbare kennis van Prince 2 Foundations
- Hogere opleiding (Master of Bachelor)
- Aantoonbare ervaring binnen een overheidscontext
- Aantoonbare ervaring in het aansturen en coachen van multidisciplinaire teams
- Aantoonbare ervaring met communicatie- en adoptiestrategieën bij verandering
- Aantoonbare ervaring met portfolio- en demand management
Skills
- Jira
- Confluence