Programme​/Project Management Assistant

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Job grade
: FGIII

Internal job grade:

Type of position
:
Contract agent

Selection procedure reference
: EMA/CA/11614

Job title
:
Change and Programme/Project Management Assistant

Monthly Net Salary:3864,57 Euro (including local weighting) [1] plus benefits (see calculators on the right) (based on a fulltime contract (40hrs/week))

Location: Amsterdam;
The Netherlands (relocation to take up duties is mandatory)

XX

The Change and Programme/Project Management Assistant supports the successful delivery and adoption of organisational and project-related change. Working under supervision and in close cooperation with project and programme management specialists, business sponsors, subject matter experts and operational teams, the jobholder helps translate change strategies into coordinated, practical activities.
The role combines change management support with project administration and coordination. It contributes to stakeholder engagement, communications, learning and adoption activities, while also supporting project planning, progress monitoring, governance, reporting and the organisation of project teams and meetings.

• Support the assessment of the scale and impact of change, including the current and future state, change readiness and the Agency's capacity to absorb change.
• Contribute to the co-creation and implementation of change management strategies and plans with the project manager, business sponsor and project team.
• Support stakeholder identification and analysis, stakeholder engagement activities and the creation and effective operation of change enabler networks.
• Identify and analyse risks to change adoption and potential resistance, and support the development and implementation of appropriate mitigation measures.
• Contribute to detailed change impact analyses and translate findings into practical actions.
• Propose and track indicators of change adoption; support reporting, analysis, feedback collection, and follow-up actions.
• Support the development and implementation of communications strategies and plans, including newsletters, surveys, presentations and other stakeholder materials.
• Support learning needs analysis and the design, coordination and implementation of training and capability-building activities.

• Provide administrative and technical support in an international environment for project or programme planning, progress monitoring, management reporting and governance activities, in line with the Agency’s Agile delivery methodology, including Lean-Agile (SAFe) practices where applicable.
• Coordinate and organise project activities, work streams and team contributions to support delivery (e.g. digitalisation and business initiatives, and regulatory submission projects) within agreed timelines, resources and budgets.
• Maintain project documentation, plans, action logs, risk and issue registers, resource information, forecasts and other project controls, as assigned.
• Support business design, requirements gathering and process improvement activities within the relevant area.
• Organise project meetings and workshops and, where applicable, relevant Agile ceremonies, including agendas, logistics, materials, minutes, decisions and follow-up actions.
• Prepare and format project board, steering group and stakeholder communications, using established templates and style requirements.
• Support compliance with quality requirements, formal acceptance of deliverables, maintenance planning and end-user support arrangements.
• Assist with vendor and service-provider coordination, maintaining timely, transparent and constructive communication.
• Capture operational information and support cross-departmental coordination to mobilise resources and implement project activities.

To be eligible for consideration for this position, you are required to meet the following general and specific eligibility conditions:

1. Enjoy full rights as a citizen of a European Union Member State, Iceland, Liechtenstein, or Norway;

2. Have a thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2);

3. Have fulfilled any obligations imposed by applicable laws concerning military service.

1. A level of post-secondary education…