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EARMA seeks a financial/administrative intern

EARMA seeks a financial/administrative intern

We are looking for an enthusiastic candidate to join our team as a Financial/Administrative intern. You will become part of a small office in Brussels/Leuven (Belgium). This is a hybrid position so you must have a space where you can work in a professional manner with minimal noise interference and a stable internet connection. EARMA will provide the IT equipment needed for the internship.

EARMA is the European Association of Research Managers and Administrators and represents the community of research management professionals in Europe. Our members ensure the smooth running of research projects by providing administrative support. We are a non-profit organisation under Belgian law with a legal address in Brussels but a factual address in Leuven. Our members are mainly academic institutions, universities and research performing organisations. We organise an annual conference with 1000+ attendees, deliver projects funded by the European Commission, offer a research management training programme and provide additional opportunities for our community to share best practice. We have approximately 170 institutional members (organisations) and 200 individual members. EARMA has existed for 25 years and has a strong reputation in the Brussels R&I space.


You will assist the Financial and Administrative Manager in providing administration support to all areas of EARMA’s activities. Duties will include:

  • Assist with the Financial reporting.
  • Create invoices and send them to the corresponding party. 
  • Manage and recording payments.
  • Manage transport, travel and accommodation bookings and all sort of reimbursements.
  • Distribute and store correspondence (e.g., letters, emails and packages)
  • Place orders to suppliers where relevant.
  • Assist EARMA's Managing Director as required
  • Ensure that day-to-day processes run smoothly
  • Deal with correspondence, complaints and queries as part of EARMA helpdesk.
  • Prepare letters, presentations and reports if necessary.
  • Liaise with staff, suppliers and clients
  • Prepare regular reports on expenses and office budgets
  • Implement and maintain procedures/office administrative systems
  • Use a range of software packages such as sbbSLIM, sbbFACT, Microsoft Excel, Surveymonkey and others.
  • Attend meetings with senior management when needed

If you are eligible for Erasmus+ internship scholarship, please mention in your application.

Closing date for applications is 30/11/2023.

Send your application to before the indicated date.