Stakeholder & Change Management Specialist for Document Consolidation Service

Job Type: Change Management
Contract Type: Freelance or Employee
Job Location: Brussels
Sector: Energy
Languages: EN & (FR or NL)
Duration (min): 2 years


Our client is seeking a highly organized and proactive individual to join a team as a Stakeholder and Change Management Specialist. In this role, the consultant will be part of a team responsible for managing stakeholders based in Belgium and facilitating change within a project focused on consolidating all documents into a single Document Management System (DMS). He/she will play a critical role in ensuring successful adoption of the new system and maximizing the benefits for the organization.


Stakeholder Identification and Engagement:

  • Identify key stakeholders affected by the document consolidation project.
  • Develop and implement strategies to engage stakeholders throughout the project lifecycle.
  • Establish effective communication channels to keep stakeholders informed and involved.

Change Management Planning and Execution:

  • Develop a comprehensive change management plan that addresses the transition to the new DMS.
  • Identify potential risks and barriers to change and devise mitigation strategies.
  • Coordinate and deliver change management activities, such as training sessions and workshops, to promote understanding and acceptance of the new system.
  • Monitor and evaluate the effectiveness of change management efforts and make adjustments as needed.

Requirements Gathering and Documentation:

  • Collaborate with project teams and stakeholders to understand their document management needs.
  • Collect requirements and document the desired functionalities and features of the new DMS.
  • Translate requirements into clear and actionable tasks for the project team.

Process Analysis and Improvement:

  • Analyze existing document management processes and identify areas for improvement.
  • Work closely with cross-functional teams to streamline processes and ensure efficient utilization of the DMS.
  • Foster the implementation of best practices for document organization, version control, and access permissions within the new system.

Training and User Support:

  • Develop training materials and resources to support the adoption of the DMS.
  • Conduct training sessions for end-users, providing hands-on guidance and answering questions.
  • Provide ongoing support and assistance to users, addressing issues, and resolving problems in a timely manner.


  • Bachelor’s degree in a relevant field (e.g., business administration, project management).
  • Proven experience in stakeholder management and change management within complex projects.
  • Strong understanding of document management systems and their implementation. 
  • Knowledge around MS Sharepoint & Microsoft Office 365 is a must.
  • Excellent communication and interpersonal skills to effectively engage stakeholders at all levels of the organization.
  • Analytical mindset with the ability to analyze processes, identify opportunities for improvement, and implement changes.
  • Strong organizational skills to manage multiple tasks and priorities simultaneously.
  • Proficiency in project management methodologies and tools.
  • Familiarity with relevant regulations and compliance standards related to document management (e.g., GDPR, ISO standards) is a plus.
  • Certifications in change management or project management (e.g., Prosci, PMP) are desirable.
  • English, French and Dutch language at least at level C1, other language of the company (German) is a big plus.


  • How many years of experience do you have with MS Sharepoint & Microsoft Office 365 ? + explain
  • Do you have some experience in stakeholder management and change management within complex projects ? + explain

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