Job description
This role will be reporting to the Head of Program and Change Management, leading the PMO department. The Program Management Office is the information hub for portfolios, programs, projects and change management. It involves tracking/reporting, assurance/quality control, information management, financial tracking, risk/issue tracking, change control, support, knowledge management/learning, and promoting continuous improvement.
The purpose of the Program and Change Management Support role is to support the Head of Program and Change Management on a day-to-day basis in delivering, which includes project and change coordination, planning, governance control, reporting, analysis, and insights for improvements, which drives PMO-specific 2025 roadmap initiatives.
We seek a dedicated and detail-oriented individual to join our dynamic team. The ideal candidate will play a key role in assisting business and technical project leads and ensuring the smooth execution of governance in various projects. This position requires a proactive person with excellent organisational skills, multitasking ability, and a keen eye for detail.
Key responsibilities
Portfolio, Program and Project Governance
- Coordinate and liaise with the Project and Technical leads, including Business Owners, on implementing the gating governance process.
- Advise the Project Team of any deviations from the plan and update governance plans accordingly.
- Work directly with the Project Business and Technical Team to identify and manage risks and issues.
- Support the Head of Program and Change Management in any Portfolio and Program Governance requirements and task improvements on Project Gating Governance.
Project and Change Management Monitoring and Reporting
- Provide substantive inputs to assist the Project Leads and Head of Program and Change Management in preparing reports and documents to ensure compliance with IPC Governance and process procedures.
- Maintain records of project files and other supporting documents and ensure correct version and change control are traceable against project requirements and governance quality standards.
- Ensure all project and change management processes comply with IPCs ISO company standards.
- Prepare and maintain accurate and detailed KPI and Project status reports for management review.
- Monitoring existing projects and change management requests to ensure timely execution and completion.
- Assist in developing and rolling out project and change management strategies using templates, toolsets and best practice guidelines.
Stakeholder Management
- Support the coordination and management of communications at the team, manager, heads of, and director levels.
- Liaise and build relationships with IPC Stakeholders across cross-functional teams to facilitate activities and improve the project quality and relevance of information analysis.
Qualitative and Quantitative Data Analysis
- Collecting and analysing information and data related to project, process, or change management to identify weaknesses and help provide solutions to resolve time, budget, or quality issues.
Continuous Improvement
- Assist in compiling the lessons learned for project closure and P1 Incident root cause analysis and take and track appropriate actions based on those insights.
- Contribute to disseminating and sharing best practices and lessons learned for planning and knowledge building.
- Contribute to expertise in tools and techniques for managing PMO improvement initiatives effectively.
The Programme and Change Management Support plays a vital role in achieving project results by helping Project Leads adhere to project management guidelines and governance. This support is crucial in minimising risks and cost inefficiencies while enhancing quality and project success rates. It is also key in driving cross functional continuous improvement initiatives and ensuring projects are value driven. As a result, it reinforces the International Post Corporation's position as a world leader in innovative technology solutions for the global postal industry and strengthens its mission statement and Strategy 2028.
Your profile
Education
- Bachelor’s degree in business management or related field.
- An advanced university degree (Master’s) in Business Management Technology, or a related discipline is an added advantage.
Experience
- A proven understanding of Portfolio, Program and Project Management with a preference for lean or agile methodologies.
- A minimum of 3 years’ experience as a PMO analyst, project manager, or a similar role.
- Excellent knowledge of project management strategies, processes, and tools.
Skills
- Advanced Microsoft 365 skills, including SharePoint file management, MS Planner, and MS Excel for data analysis and reporting.
- Ability to perform information analysis. and make decisions and recommendations based on analytical findings.
- Advanced knowledge of project software tools, such as Atlassian Jira and Confluence and other PMO specific tools.
- Excellent English communication skills, both verbal and written.
Attitude
- Strong project coordination and administration abilities.
- Excellent critical thinking and problem-solving skills.
- Solid communication and interpersonal skills.
- Ability to thrive in a fast-paced environment and work well under pressure.
Nice-to-haves
- Understanding of Software Development Lifecycle (SDLC) and the ability to translate technical language into common user-based language.
- Lean Six Sigma Certification.
Why join IPC?
Working at IPC is both a professionally and culturally rewarding experience. You will be joining a team of more than 100 people from over twenty different countries, bringing a diverse range of skills and experiences. You will be supporting the largest postal organisations globally to enable sustainable cross-border e-commerce growth. If you are looking to be part of a dynamic, inclusive, and inspiring workplace, IPC is the place for you.
Aside from a full-time permanent contract in Brussels, with a possibility to telework, IPC also offers a range of benefits, including:
- Holiday pay & 13th month salary
- Annual performance bonus
- Meal vouchers
- Health, group & travel insurances
- Mobility policy
- 5 additional IPC holidays
Application & Contact information
To apply, send your CV to our HR department, indicating the position you are interested in [email protected].
Check out our website for more information about our company: www.ipc.be.
At IPC, the recruitment process starts with an online first contact interview, followed by a second interview on site if we feel it’s a match. We might also take you through an assessment, depending on the role and needs.