Project Manager
Omschrijving van de vacature
About us
VIB (Vlaams Instituut voor Biotechnologie) is an entrepreneurial non-profit research institute, with a clear focus on ground-breaking strategic basic research in life sciences and operates in close partnership with the universities in Flanders.
The ICT department at VIB ensures that assets, technology, information, and data are managed securely and efficiently. Our focus includes:
- Supporting and improving the ICT infrastructure, including networks, hardware, and critical systems.
- Enabling digital transformation initiatives across the organization.
- Securing and supporting applications, information and data flows, and software integrations.
- Helping researchers and support services work efficiently through modern, reliable digital services.
To strengthen our ability to deliver complex cross-unit initiatives, VIB in Ghent is looking for a Project Manager to lead and coordinate a variety of strategic projects in our portfolio.
About the role
As Project Manager, you will take ownership of a variety of cross-functional initiatives within VIB, with a strong focus on digital transformation and application-driven change.
This role is not about applying project management theory – it is about making things happen in a structured and sustainable way.
You bring clarity, structure, and follow-up initiatives that involve multiple stakeholders, external partners, and evolving requirements. You ensure that work progresses, decisions are taken, and outcomes are delivered – without unnecessary overhead or bureaucracy.
You are someone who naturally takes ownership: when a topic is assigned to you, you pick it up, structure it, drive it forward, and deliver – without needing constant follow-up.
Beyond project delivery, you actively contribute to shaping how work is organized within the team and beyond. You help define and improve processes, introduce practical ways of working, and support the gradual development of a project approach that fits VIB’s culture.
You will report to the ICT Director of VIB.
Key responsibilities
As a Project Manager, you will:
Drive initiatives & delivery
- Take ownership of projects and initiatives from start to finish.
- Translate ideas and objectives into a clear approach, concrete steps, and realistic planning.
- Ensure progress is made continuously – you follow up, unblock, and keep momentum.
- Coordinate activities across internal teams and external partners.
- Ensure outcomes are delivered and aligned with expectations.
Planning, structure & follow-up
- Build and maintain clear, realistic planning that reflects the actual state of the project.
- Keep track of actions, decisions, and next steps – and ensure they are followed through.
- Organize and facilitate follow-up meetings with stakeholders and partners.
- Bring structure and overview, even in complex or evolving situations.
- Maintain documentation that is useful and usable – not just formal.
Stakeholder alignment & communication
- Act as a central point of coordination between teams, stakeholders, and partners.
- Ensure expectations are aligned and communication is clear.
- Prepare and share concise status updates that reflect reality – not theory.
- Facilitate decision-making and ensure outcomes are documented and followed up.
Risk, issues & ownership
- Identify risks and issues early and ensure they are actively managed.
- Take ownership in resolving problems – you don’t wait, you act.
- Escalate when needed, but only after you’ve explored solutions.
Process thinking & continuous improvement
- Help shape and improve how the team works – beyond individual projects.
- Contribute to defining and documenting processes in a pragmatic way.
- Support the gradual development of a project approach that fits VIB: practical, lightweight, and effective.
- Balance structure and flexibility – you know when to formalize and when not to.
Gewenst profiel
- You have several years of experience in a role where you coordinated initiatives, projects, or complex activities across teams.
- You have a strong sense of ownership: once something is yours, it gets done.
- You are hands-on and pragmatic – you focus on progress and results, not just frameworks.
- You are comfortable working in environments where not everything is predefined.
- Experience with digital transformation or application-driven change is a plus.
Skills and capabilities
- Strong planning and organizational skills.
- Clear and effective communication with both technical and non-technical stakeholders.
- Experience coordinating with external partners or vendors.
- Ability to translate discussions into concrete actions and follow-up.
- Team-oriented, with a strong ability to work in small teams, align people, and ensure that individual contributions translate into tangible progress.
- Fluent in Dutch and English, both written and spoken.
Ons aanbod
- An open-ended contract.
- Competitive salary based on experience and expertise.
- A strong salary package with multiple benefits (e.g. internet allowance, meal vouchers, smartphone, hospitalization insurance, eco-cheques, group insurance, …).
- You will work within an innovative, challenging and international working environment in the large life-sciences network of VIB.
- We offer opportunities for personal development. Taking additional training and courses is certainly possible if relevant to the performance of the job.
- Our offices are located at VIB headquarters in Ghent. Possibility of homeworking (2 days/week), with balance between working from a remote location and from the office. We are flexible regarding work location and working hours.
- We are an organization that values diversity in backgrounds and in experiences. Diversity not only includes race and gender identity, but also nationality, age, disability status, sexual orientation, religion and many other parts of one’s identity. VIB is therefore looking for candidates who share a passion for science that generates an impact on society and care deeply about supporting each other's growth.