Process Advisor Personnel Provisions

Project overview

Background

For the RIVM, we are looking for a process advisor who, commissioned by HR and in collaboration with the Finance department, will develop a uniform, lawful, and well-executable procedure for making personnel provisions upon employee departure. This concerns situations where employees are (or may be) entitled to unemployment benefits (WW), disability benefits (WIA), continued salary during illness, and transition or termination payments (e.g., for VSO or reorganization).

The procedure must comply with relevant laws and regulations (financial/accounting, ADR, audit) and GDPR/privacy frameworks, and must be practically manageable for all involved departments.

Objective of the assignment

The process advisor will:

The assignment focuses on a future-proof procedure based on minimal but sufficient data recording, timely information provision to domain controllers, and uniform application within the RIVM.

o process steps from signaling to booking and changes;

o division of roles and responsibilities;

o overview of minimum information per type of departure (WW, WIA, VSO, reorganization).

o one uniform checklist/template for required information per case;

o templates for overviews (e.g., list of departures, status of provisions);

o practical work instructions

o handling confidential and privacy-sensitive information (such as VSOs) within the process;

o alignment with ADR/audit requirements and accounting rules;

o management of changes (withdrawals, releases) and periodic checks.

The contractor will carry out the work independently, based on their own expertise, and will coordinate substantive choices with designated contact persons from HR.

Requirements\Wishes

Competencies

• Map the current process for personnel provisions upon employee departure.
• Determine, together with subject matter experts from HR and FP&C, the minimum information required to make personnel provisions lawful and auditable.
• Design an end-to-end process describing how departures are signaled, how it is assessed whether a provision is needed, what information is provided when, and how bookings, changes, and checks are performed.
• Record the division of roles and responsibilities between the involved parties.
• Develop practical tools (such as a uniform checklist, templates for overviews, and short work instructions) to ensure the procedure can be structurally applied within all domains.
• Propose structural safeguards and periodic checks for personnel provisions (including processing of withdrawals, releases, and late costs).
• Conduct a brief analysis of the existing procedure and information flows for personnel provisions.
• Organize and facilitate working sessions with HR, HR support/Personnel Information, FP&C/domain controllers, and where necessary ADR/GDPR/Legal.
• Prepare a joint process description “Procedure for personnel provisions upon employee departure”, including:
• Develop:
• Prepare a brief memo on:
• Prepare a concise implementation and safeguarding plan (step-by-step plan, communication, potential training/instruction).
• Completed relevant HBO or WO education, preferably in the field of business administration, organizational science, public administration, economics/finance, and/or HRM.
• Demonstrable experience (e.g., at least 5 years) with process design and organizational consulting within (semi-)public organizations.
• Experience in setting up processes at the interface of HR/Personnel and Finance/Control.
• Knowledge of or experience with provisions, financial reporting, or audit/ADR requirements is a clear advantage.
• Experience in translating laws and regulations (including GDPR, financial guidelines) into practical work processes.
• Strong analytical skills and process thinking.
• Ability to connect the interests of different departments and reach a supported solution.
• Strong communication skills, able to effectively facilitate working sessions and clearly document choices.
• Results-oriented, structured, and independent worker.
• Environmentally aware and able to make complex matters understandable and practical.

Project details

• Start: 2026-10-31T23:00:00
• Location: Bilthoven Utrecht, NL
• Languages: Dutch