Outreach Business Operations Manager

ICF Next is seeking an experienced and highly organised Business 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)

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Working at ICF

ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.

Brussels, Belgium (BE75)