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EARMA seeks Project Manager

EARMA seeks Project Manager

Project Manager | EARMA | Full-time

EARMA represents the community of Research Managers and Administrators (RMAs) in Europe. Our members work in industry, academia, the public and private sectors. We work with the EU Commission, national and international funding agencies. EARMA provides a networking forum, a learning platform, and a place to share experiences and best practice among RMAs throughout EARMA and in the wider RMA community.

Our members work at the forefront of building the European Research Area. Our goal is to invest in the people supporting and managing research so they can be as productive and happy as possible and therefore contribute in the best way to scientific research and to society.

We are a non-profit organisation under Belgian law. Our members are mainly academic (universities and research organisations). We organise a conference for more than 1100 people each year, have a training programme and other events which are mainly organised in Brussels. We have 180+ institutional members (organisations) and 200 ordinary members (persons). EARMA celebrated its 25th year as an official organisation in 2020 and has built a great reputation in Brussels and around the world. EARMA members are at the core of our association, particularly those who contribute as volunteers. More information on EARMA:
Twitter: @EARMAOrg

Job description

EARMA is looking for an engaged and enthusiastic professional to work as a Project Manager on a portfolio of three European funded projects (Horizon Europe) and possibly other projects in the future. The selected candidate will report directly to the Head of EU Projects.

The EARMA Executive Office operates under the leadership of the EARMA Managing Director. The person will work in a 3 person team within the 15-person (and growing) EARMA Office.
The Project Manager should be prepared to travel for work several times per year. Additional events will be held in an online format.

Location of employment: EARMA office in Leuven (Martelaerenplein 20E) with a possibility to combine with working from home (3 days per week). EARMA is considering moving the office to Brussels and the selected person must be willing both to work in Leuven and Brussels depending on the choice of office. The employee will not be able to choose a location, there will be only one office. EARMA as an employer encourages a personal and professional life balance and invests in trust relationships for its employees.

The ideal start date is mid-March 2023.

Job content

  • Contribute to managing a portfolio of three Horizon Europe CSA Projects and possibly other projects in the future as part of the EARMA EU projects team:
  • ‘Creating framework conditions for research management to strengthen the European Research Area (RM RODMAP). More information here. The project started in September 2022 with EARMA in the role of project coordinator.
  • ‘Improving Research Ethics Expertise and Competences to Ensure Reliability and Trust in Science’ (iRECS). More information here. The project started in October 2022 with EARMA in the role of project partner. 
  • ‘Piloting open and responsible Activities and Trainings Towards the Enhancement of Researchers Networks (PATTERN). More information here. The project started in January 2023 with EARMA in the role of project partner. 
  • Engage with the EARMA thematic group on Ethics and Research Integrity (ERION) based on the needs of the running projects:
  • Report internally on the Horizon projects and make any connections with the EARMA community needed (e.g. EARMA committees, thematic groups etc.).
  • Keep accurate time records of your work, write meeting minutes and produce the deliverables required.
  • Take ownership of the project reporting (technical and financial) and acquire and submit all relevant documents while reporting internally before submitting to the project coordinator.
  • Liaise with relevant partners and stakeholders.
  • Facilitate, organize and coordinate events and workshops.
  • Produce high-quality analysis and synthesis documents and/or reports.
  • Prepare surveys and polls.
  • Any unforeseen tasks arising from the needs of the projects/EARMA office.



  • At least a Bachelor's degree or equivalent in experience
  • At least 5 years experience with European projects, and specifically EU framework programme projects (e.g. Horizon 2020, Horizon Europe)
  • Excellent communication skills in English
  • Experience in working in a team and with communities and multiple stakeholders
  • Experience with multiple deadlines, planning skills and ability to prioritise on multiple tasks, services, collaborations with partners and comply with external requirements by funders, organisational rules etc. 
  • Excellent soft skills/people skills. Enjoys meetings and working in an international environment with different work cultures
  • Talent for organisation and eye for detail
  • Able to work independently, takes ownership of the assigned tasks and brings them forward with a solution-oriented mindset
  • Able to work as part of a professional team in an international context


  • Experience with the topics of responsible research, research ethics, research integrity, research assessment etc. 
  • Experience with European associations
  • Experience in engaging with and/or starting a community
  • Knowledge of the workings of Research Performing Organisations (RPOs) and Research Funding Organisations (in Europe)
  • Experience in writing policy papers


  • 100 % position as an employee of EARMA
  • A permanent contract (dependent on external funding after August 2025)
  • A gross monthly salary of between 3.000-3.300 euro
  • Meal vouchers (standard Belgian system)
  • Working from home allowance (140 euro per month)
  • Internet allowance (20 euro per month)
  • The benefits package will amount to a disposable income of at least 2350 euro per month net for the most heavily taxed profiles (package = Salary + meal vouchers + allowances)
  • Number of holidays: 28 days (if legal conditions in the previous year were met)
  • The chance to work and network in an international environment of motivated and passionate staff and volunteers
  • The chance to contribute to a non-profit with an excellent reputation and to help science and society in your daily work
  • The chance to attend project meetings and events in Brussels or abroad several times per year (costs reimbursed)

EARMA also offers depending on the relevance

  • Office equipment including laptop
  • Hospital insurance (DKV)
  • Reimbursed public transportation
  • Eco-cheques to the maximum annual amount
  • Mobile phone subscription

Selection Procedure

Applications should be sent via email to Borana Taraj, Applications can be submitted up to and including February 17, 2023, but please submit your application as soon as possible. We will evaluate on a rolling basis. Applications should include in attachment your CV and a Cover letter (in English) with “Application: Project Manager” in the subject:

  • A cover letter (motivation letter) not longer than 1 A4 page
  • An extended cv (publication list not required)

Interview procedure

  • Shortlisted applicants will be invited to a first interview by videoconference week of 20 or 27 February.
  • Second interviews will be held at the Leuven office on the beginning of March.

These dates are indicative and may be changed. No travel costs will be covered by EARMA. EARMA will not cover any relocation costs for the successful applicant.

EARMA aims to ensure that no job applicant or employee receives less favourable treatment on the grounds of race, colour, nationality, religion, ethnic or national origins, gender, marital status, caring responsibilities, sexual orientation, disability or chronic illness.