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EARMA seeks financial/administrative intern

EARMA seeks 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:

  • Answer EARMA email queries and assign it to the relevant individual
  • Organise meetings and manage databases
  • Assist with the Financial reporting.
  • Distribute and store correspondence (e.g., letters, emails and packages)
  • Manage transport, travel and accommodation bookings
  • Provide support at EARMA events or conferences as required
  • Record membership/events payments in the EARMA system
  • Manage office supplies and place orders
  • Assist EARMA's Managing Director as required
  • Ensure that day-to-day processes run smoothly
  • Prepare regular reports on expenses and office budgets
  • Deal with correspondence, complaints and queries
  • Prepare letters, presentations and reports
  • Manage office budgets
  • Liaise with staff, suppliers and clients
  • Implement and maintain procedures/office administrative systems
  • Organise induction programmes for new interns/employees
  • Update policies as required
  • Use a range of software packages
  • Attend meetings with senior management when needed
  • Assist the organisation's HR function by keeping personnel records up to date, arranging interviews and so on

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

Closing date for applications is 30/06/2023.