Business Analyst and Project Coordinator Transformation (Freelance)

Role Summary

📋 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.

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

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.

Requirements

• 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%).