Resource and Operations Manager

ICF Next is seeking an experienced and highly organised Resource and Operations Manager to support the effective running and continuous development of the Outreach department in Brussels.

This transversal role sits at the heart of the agency and combines operational oversight, resource planning, process improvement, and business support, with a particular focus on the management of consultants deployed on client premises.

You will play a key role in bringing structure to a complex environment, connecting stakeholders, and ensuring teams deliver high-quality work efficiently and collaboratively.

Key Responsibilities

1. Management of On-site Consultants (Client Deployment)

Oversee the full operational lifecycle of consultants deployed at client premises, including:

Recruitment support

Onboarding and integration

Role allocation and follow-up

Act as the main point of contact between:

On-site consultants

Internal teams

Client stakeholders

Ensure alignment on priorities, ways of working, and day-to-day operations

Manage administrative, financial, and compliance aspects, including:

Timesheets and reporting

Access requests and documentation

Internal and client compliance requirements

Anticipate staffing changes and operational risks to ensure continuity of service

Resolve operational issues and facilitate effective communication

Contribute to tender responses involving on-site staffing or operational management

Line manage two Operations Executives responsible for day-to-day coordination and account follow-up

2. Resource Planning & Outreach Operations

Collaborate with team leads to plan and allocate resources across projects

Ensure balanced workload distribution across internal teams and external contributors

Monitor:

Workloads and capacity

Delivery timelines

Project interdependencies

Identify and address potential scheduling or capacity risks proactively

Support teams in adapting plans to evolving priorities and client needs

Drive continuous improvement by:

Streamlining processes

Enhancing collaboration tools and practices

Improving operational reporting and documentation

Develop and maintain:

Tools, trackers and templates

SharePoint spaces and collaboration frameworks

Support the identification and mobilisation of policy and communication experts

3. Procurement & Supplier Coordination

Act as the interface between Outreach teams and the procurement department

Support smooth and compliant collaboration with suppliers

Help resolve operational challenges linked to procurement processes

Ensure Outreach teams understand and follow procurement requirements and procedures

Profile & Requirements

Experience & Knowledge

A good understanding of Belgian employment and social legislation is a strong advantage

Experience in recruitment and staffing processes, including onboarding and coordination

Background in operations, resource planning, or business support, ideally within:

Communication agencies

Consultancies

EU/public sector environments

Professional services

Skills & Competencies

At least 5 years of relevant professional experience

Strong organisational skills with the ability to structure complex processes

Excellent stakeholder management and communication skills

Ability to work effectively with diverse stakeholders (teams, clients, suppliers, support functions)

Proactive, solutions-oriented mindset with strong problem-solving skills

Ability to anticipate risks and ensure smooth delivery

Comfortable working with:

Collaboration tools

Shared documentation systems

Planning and tracking tools

High attention to detail with a focus on quality and consistency

Fluency in English (additional European languages are an asset)