shERPa PMO administrative assistant

NMBS has launched a company-wide transformation program, based upon a greenfield SAP S/4 solutions implementation. The program is called shERPa and is managed via a central PMO (Project Management Office) with a directive and controlling role. The shERPa PMO includes program coordinators, change & communication experts, planning experts, training coordinators, and administrative support experts.

Within the shERPa PMO there is a need for an additional administrative support assistant to help the program coordinators and change experts in their daily work to organise, coordinate, manage and control the various SAP implementation projects and the provisioning of project updates, organising meeting, organising project and program Steercos.

Responsibilities

The role includes 2 main work areas:

• Agenda management & Workshop planning: 60%
  • Agenda management for all shERPa PMO members (+/ 10 people);
  • Organising, planning and coordina;ting design workshops with NMBS, IT and external partner participants
  • Organising, planning and coordinating testing sessions in cooperation with testing team and NMBS testers;
  • Organising, planning and coordinating End User training logistics,training development and training delivery sessions in cooperation with training team and NMBS End Users;
  • Booking and managing meeting rooms for all those sessions
  • Agenda updates for all shERPa project team members (provisional and final);
  • Daily management of the central shERPa program mailbox and answering questions from project team members
• Communication assistance and administrative support: 40%
  • Participating in project status meetings, taking meeting minutes, distribute before & after documentation / follow up on action points;
  • Managing holiday calendar of all program and project participants;
  • Managing program and projects meetings calendar;
  • Assistance in onboarding and integration of new (internal & external) project members (e-mail; badges, …)
  • Managing project and program SharePoint environment;
  • Updating project management tool (decisions taken, risks & issues, …);
  • Administrative follow-up of project deliverables and deadlines;
  • Review/Maintain user access levels for project tools (SharePoint, …);
  • Support for various administrative activities to optimize processes and project coordination

Vereisten

• Must haves:
  • 5 + years relevant experience as PMO administrative assistant in IT/ERP related projects;
  • 5+ years proven experience in working with MS tools (Excel, Powerpoint; Word);
  • 5+ years proven experience in working with MS Teams, Sharepoint;
  • 5+ years of proven experience in communication assistance and administrative support on project;
  • Fluent in Dutch, French and English - (verbally and in writing);
  • Excellent communication skills - demonstrated in cv
  • Pro-active personality with a can do mentality - demonstrated in cv
  • Ability to work in hybrid work regime - remotely and on site.
• Considered as a plus:
  • Proven experience in working with project planning tools;
  • Experience in working with JIRA is considered a plus;
  • Takes action to ensure consistent application of program procedures and standards;
  • Thinks through priorities;
  • Considers pros and cons, of the problem, before deciding

• Working requirements: Minimum 3 days per week on-site

Our offer

Within our open corporate culture, you contribute to the digital transformation of SNCB. You will have a job with social impact and ample opportunity to make your own contribution. In addition to a good work-life balance and a competitive salary, you will receive the following benefits:

• the possibility to work remotely + flexible working hours;
• 35 days of leave;
• Public transport subscription
• a comprehensive insurance package (affiliation without own contribution, excl. outpatient costs for family members);
  • hospitalisation and dental care for the whole family;
  • outpatient costs (= medical costs separate from hospitalisation);
  • group insurance: supplementary pension, work disability and death (cafeteria plan);
  • accidents at work (extralegal);
• meal vouchers and eco-vouchers;
• net allowances for remote working+ internet budget.