Project

Support for programme management and implementation of the OPSYS ecosystem

Medium Training Assistant

Position

Medium Training Assistant – Medium Non Key Expert for EU project

Project description

We are looking for a motivated and open-minded person willing to share his/her experience with others and be part of the development of the OPSYS project. The Directorate-General for International Partnerships (DG INTPA) of the European Commission defines and implements the development and cooperation programs in third countries and finances them with the dedicated budget of the European Commission and with the budget of the European Development Fund.
The definition, execution and control of the cooperation programs and related projects are supported by DG INTPA’s Information Systems.  DG INTPA, DG NEAR and the FPI have jointly committed towards setting up a new common operational system (OPSYS), to replace the existing CRIS system. OPSYS aims to develop the future operational systems addressing the Delegations' and Headquarters' needs in terms of efficiency, reliability of data, ability to evolve (new implementation modalities, simplification of business processes) and ability to report and communicate.
These operational systems will be integrated with the existing European Commission Corporate Systems (ABAC, SYGMA, etc.) and Services (EU Login, COMPASS, etc.)

Job description

• DESCRIPTION OF THE TASKS
  • Coordinate Coaching Missions: Plan, schedule, and oversee OPSYS Direct Coaching missions for EU Delegations globally.
  • Liaise with Delegations: Act as the main point of contact between the Change Management Team (CMT), coaches, and EU Delegations.
  • Organization of Direct Coaching missions: planning, logistics, budget preparation and tracking, coordination with EUDs, missions’ organization and follow-up.
  • Establish a coaching schedule of the annual coaching offer in collaboration with the coaching manager.
  • Improve and create communication materials on the Direct Coaching service.
  • Financial overview and monitoring of the service.
  • Improve and create operational guides and brochures.
  • Support Coaching Manager and coaches with the customization the training content to meet the specific needs and portfolios of each Delegation.
  • Organize Logistics: Manage logistics for coaches and trainers during missions.
  • Monitor and Report: Track the progress of missions, gather feedback, and prepare reports on training outcomes.
  • Feed and improve the Direct Coaching reporting system.
  • Evaluate Training Effectiveness: Collect and analyze participant feedback to continuously improve training programs.
  • Ensure coaches are well-prepared with relevant case studies, user profiles, and training materials.
  • Manage the Training Calendar: Maintain an up-to-date calendar of all OPSYS training missions, coordinating availability with Delegations.
  • Help drive the adoption of OPSYS by addressing user challenges and providing ongoing support post-mission.
  • Ensure Compliance: Make sure all missions are executed in line with EU policies and CMT procedures, including budgeting and reporting.Organization and follow-up of training and coaching activities for internal and external OPSYS users under Change Management, according to plan.
  • Assist all coaches before, during and after their coaching sessions on operational and logistics issues
  • Management of coaching functional mailbox, follow up on users’ requests. Monitor the mail traffic in the FMB INTPA coaching;
  • Any other tasks identified during the project’s implementation.

Requirements

Master’s degree or equivalent diploma in at least one of the followings fields: economics, engineering, public administration, computer sciences, social sciences or in absence of degree the equivalent of 7 years’ professional experience;
Minimum 4 years of experience in a field linked to the assignment;
Excellent knowledge of Microsoft Office Suite (including Sharepoint and Power BI);
Proven experience in managing multiple tasks (and/or missions) simultaneously, ideally in an international context.
Understanding of EU external relations and the processes within the RELEX-family is highly desirable.
Training & Development Experience: Background in organizing training sessions, particularly in IT systems or Cooperation for Development and External Action.
Experience organizing complex travel and training logistics, including managing schedules and logistics (with events, missions and/or trainings).
Ability to handle unexpected issues during missions and find solutions to logistical or training-related challenges.
Cultural Sensitivity: Comfortable working with multinational teams and users from diverse cultural backgrounds.
Flexibility to adjust training approaches based on the unique needs of each Delegation or user group.
Strong Organizational Skills: Detail-oriented with the ability to manage budgets, track multiple missions, and meet deadlines.
Strong Reporting Skills: Ability to compile, analyze, and present mission outcomes and training effectiveness in detailed reports for internal stakeholders and senior management.Ability to apply high quality standards to training and coaching tasks;
Capability of working in an international/multi-cultural environment, rapid self-starting capability and experience in working in a team, understanding the needs, objectives and constraints of those in other disciplines and functions.
Good communication skills;
Good organizational skills and attention to detail;
Good experience/knowledge in program monitoring and tracking;
Good knowledge of learning management systems and virtual classroom tools to be used in the context of development cooperation is an asset;
Practical knowledge of project management tools is an asset e.g. Confluence and JIRA;
Experience/knowledge of EU institutions is an asset
Knowledge of EC Business-related procedures, especially in the International Cooperation and Development field is an asset.
Fluency in English and French (reading, writing, speaking and listening);
Fluency in Spanish is an asset.
 
Interpersonal Skills:
Ability to participate in multilingual meetings;
Ability to work in multi-cultural environment and multitask;
Excellent Team Player and communicator;
High degree of discretion and integrity

Additional information

Category: Medium Non-Key Expert
Dedication: 100%Start date: as soon as possible.
Duration: to be discussed, in line with our contract with EC.
Remuneration: Commensurate with the position and experience.
Type of contract: Freelance.
Location of assignment: Brussels, Belgium - the expert should have a european work permit.

 Belgium

Attachments

•  CV template english EU format

Duration of assignment

20/10/2024 - 14/04/2026

Deadline for applications

20/10/2024

Job type

long term

Job status

implementation

Project reference

21-0138-000-BEL-OPSYS-II

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