Business Analyst and Project Coordinator Transformation (Freelance)

📋 Tasks and responsibilities

In this role, you support the Head of Projects & Transformation in the operational delivery of the Academy transformation programme and its transition phase. You help translate identified needs into concrete workstreams and contribute to their implementation.

Your scope includes:

• coordinating and managing thematic workstreams;
• aligning and coordinating stakeholders;
• analysing, documenting and formalising business needs;
• preparing decision notes, governance documents and meeting materials;
• following up actions, dependencies and risks;
• supporting communication and change management for the future Academy.

Main responsibilities

Reshape Academy Workstream Management

• Identify and structure the workstreams needed for successful programme delivery.
• Define the objectives, scope, deliverables and stakeholders of each workstream.
• Prepare roadmaps, planning and action plans.
• Organise and coordinate working groups.
• Track progress across the different workstreams.
• Identify risks, dependencies and key points of attention.
• Assess needs objectively and evaluate possible scenarios.
• Prepare analyses that support management decision-making.
• Consolidate input from the various stakeholders.
• Ensure clear reporting on progress and follow-up.

Examples of workstreams include:

• district heating network;
• compressed air;
• testing facilities and infrastructure;
• technical training equipment;
• specialised training spaces;
• workshops and practical training areas;
• logistics and operations of the future site;
• other workstreams required for the successful commissioning of the new Academy.

Stakeholder Coordination & Project Governance

• Identify and engage relevant stakeholders at multiple levels.
• Prepare and facilitate working sessions and governance meetings.
• Coordinate interactions between different stakeholder groups.
• Follow up decisions and action plans.
• Draft meeting minutes and executive summaries to support effective steering.

Business Analysis

• Gather requirements from the relevant communities and stakeholders.
• Formalise business requirements and business needs.
• Carry out the required functional analyses and process mapping activities.
• Map current and future uses, needs and constraints.
• Perform occupancy and space utilisation analyses.
• Prepare scoping documents and decision papers.

Communication & Change Management

• Prepare communication and presentation materials.
• Help inform impacted communities and users.
• Identify adoption and engagement risks.
• Consolidate user feedback.
• Support change management activities linked to the transformation.
• Create awareness materials adapted to the audience.

Expected Deliverables

• Workstream scoping documents
• Roadmaps and action plans
• User analysis documents
• Business requirements and functional analysis outputs
• Meeting minutes and executive summaries
• Governance materials
• Space occupancy and utilisation analyses
• Communication materials
• Workstream progress reports
• Decision-support summaries

📝 Your profile

• You have 5 to 6 years of professional experience.
• You have solid experience in business analysis, including requirements gathering, business needs analysis and formalisation of requirements.
• You have proven experience in project and/or multiple workstream coordination, including planning and follow-up.
• You are comfortable facilitating workshops and multi-stakeholder working groups.
• You have experience in change, organisational, operational or business transformation projects.
• You have worked on projects involving technical infrastructure, workplace environments or training facilities.
• You are able to manage stakeholders on multiple levels.
• You hold a bachelor degree.
• You are fluent in French and Dutch.
• You demonstrate advanced proficiency with the Microsoft Office suite.
• You combine excellent listening skills with strong interpersonal and relational intelligence.
• You are diplomatic, customer-oriented and able to integrate quickly into a team while contributing to a positive team spirit.
• You can synthesise complex information clearly and work in a results-oriented way.
• You show a high level of operational autonomy.

⚠️ This position is offered as a part-time freelance role (40%).