Change and Programme Project Management Assistant

Change management support.

• Support the assessment of the scale and impact of change, including the current and future state, change readiness and the organisation's capacity to absorb change.
• Contribute to the co-creation and implementation of change management strategies and plans with the project manager, business sponsor and project team.
• Support stakeholder identification and analysis, stakeholder engagement activities and the creation and effective operation of change enabler networks.
• Identify and analyse risks to change adoption and potential resistance, and support the development and implementation of appropriate mitigation measures.
• Contribute to detailed change impact analyses and translate findings into practical actions.
• Propose and track indicators of change adoption; support reporting, analysis, feedback collection, and follow-up actions.
• Support the development and implementation of communications strategies and plans, including newsletters, surveys, presentations and other stakeholder materials.
• Support learning needs analysis and the design, coordination and implementation of training and capability-building activities.

Project and programme support.

• Provide administrative and technical support in an international environment for project or programme planning, progress monitoring, management reporting and governance activities, in line with the organisation's Agile delivery methodology, including Lean-Agile (SAFe) practices where applicable.
• Coordinate and organise project activities, workstreams and team contributions to support delivery (e.g. digitalisation and business initiatives, and regulatory submission projects) within agreed timelines, resources and budgets.
• Maintain project documentation, plans, action logs, risk and issue registers, resource information, forecasts and other project controls, as assigned.
• Support business design, requirements gathering and process improvement activities within the relevant area.
• Organise project meetings and workshops and, where applicable, relevant Agile ceremonies, including agendas, logistics, materials, minutes, decisions and follow-up actions.
• Prepare and format project board, steering group and stakeholder communications, using established templates and style requirements.
• Support compliance with quality requirements, formal acceptance of deliverables, maintenance planning and end-user support arrangements.
• Assist with vendor and service-provider coordination, maintaining timely, transparent and constructive communication.
• Capture operational information and support cross-departmental coordination to mobilise resources and implement project activities.

What they ask General Conditions.

• Enjoy full rights as a citizen of a European Union Member State, Iceland, Liechtenstein, or Norway.
• Have a thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2).
• Have fulfilled any obligations imposed by applicable laws concerning military service.

Specific Condition.

• A level of post-secondary education attested by a diploma, or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of at least three years.

Experience.

• At least 3 years of relevant professional experience appropriate to the level of the role. Experience should demonstrate practical involvement in change management and/or project or programme coordination.
• Experience in coordinating and organising projects, initiatives, workstreams, meetings or workshops.
• Experience in dealing with internal and/or external stakeholders.

Skills And Knowledge.

• Good working knowledge of Microsoft Word, PowerPoint and Excel.
• Ability to draft and format clear communications, presentations, minutes and reports.
• Ability to organise work, maintain accurate records and follow established procedures, templates and quality requirements.
• Ability to analyse information logically, identify issues and contribute to practical solutions.
• Good communication skills, including appropriate professional etiquette and the ability to adjust messages to different audiences.

Nice to have.

• A degree in communications, organisational psychology, human resources management, business administration, project management or a related field.
• Experience preparing presentations, newsletters or surveys, presenting to audiences, facilitating workshops, coaching or supporting training delivery, particularly in support of change initiatives.
• Experience in institutional, public-sector, international or highly regulated environments.
• Knowledge of PRINCE2, Agile, SAFe or another recognised project delivery framework, including an understanding of Lean-Agile ways of working.
• Knowledge of project management and planning tools, including Microsoft Project or Agile planning tools, such as Azure DevOps.
• A relevant professional certification in change management, project management or Agile delivery.
• Experience supporting stakeholder engagement, change communications or the adoption of new processes and ways of working.
• Ability to think creatively, demonstrate curiosity, embrace new ideas, and proactively identify opportunities to improve processes and ways of working.