Stakeholder & Change Management Specialist for Document Consolidation Service

Description

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.

Responsibilities

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.

Requirements

• 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.

Questions

• 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