About EARMA
The European Association of Research Managers and Administrators (EARMA) is the leading representative organisation for research management professionals in Europe. Operating since 1995, EARMA’s membership includes European research-performing organizations (RPOs) and research funding organisations (RFOs), with approximately 250 institutional and 250 individual members as of 2024.
EARMA is a non-profit organisation under Belgian law, with its legal address and office in Brussels. The EARMA office is an international team that collaborates to provide services to the European research management community and to promote recognition of the profession. EARMA organises over 40 events and a major conference with 1500 participants every year. Our office is located in the heart of Brussels, next to Brussels Central Station, and our team consists of 14 multinational, enthusiastic, and dynamic professionals working with several freelancers from across Europe. We are looking for a colleague to help and take care of our team and the office.
Role
We are seeking a motivated, reliable, and people-oriented HR and Operations Officer to join our Finance and Operations team. This role involves a variety of administrative tasks, including HR coordination, office management, procurement, handling office supplies, and providing support to our team. The ideal candidate will have excellent organisational skills, the ability to drive HR functions to support our office, a proactive problem-solving approach, and a keen eye for detail to ensure smooth daily operations. The person will report to the Head of Finance and Operations as part of a three-person team, with the Head of Operations reporting to the Managing Director.
Profile
• You love working with people and are a hands-on problem solver
• A bachelor’s degree or equivalent experience relevant to the role
• Proven experience in administrative roles (typically around 2 years or more), preferably in HR or with practical knowledge of Belgian labour regulations or law
• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent communication, organisational, and interpersonal skills
• Ability to maintain confidentiality and handle sensitive information
• A proactive and flexible approach to problem-solving
• Must be fluent in English, and in either French or Dutch (additional languages are an asset)
Key Responsibilities
1. Perform HR (support) tasks with the help of EARMA’s HR service provider (social secretariat)
2. Ensure the office complies with Belgian HR rules and practices in collaboration with the Head of Finance and Operations
3. Take a coordinating role in reworking and updating the personnel rules
4. Serve as the main contact person for staff HR-related queries and issues for the staff
5. Act as the primary liaison between the office and the HR service provider
6. Coordinate staff training as needed and relevant
7. Manage the procurement of office supplies
8. Maintain the office budget and report on costs regularly
9. Act as the first point of contact for employees regarding office needs, and address any office-related queries or issues
10. Liaise with external vendors and service providers to ensure office services (e.g., cleaning, IT support, repairs, catering) are delivered on time and within budget (for clarity, the person doesn’t need to do the repair, cleaning and catering but manage the suppliers; however, occasional cleaning and keeping the office tidy is a job for all staff members, so we expect this profile to take the lead in that office culture)
11. Provide support with financial tasks as required
12. Ensure the office complies with health and safety regulations and assist with maintaining office risk assessments as needed
13. Assist in applying and developing office procedures to ensure the efficient functioning of the team and the wider association
14. Undertake other tasks as needed to support the team and facilitate the effective operation of the organisation
Offer
Join a dynamic 14-person team at Rue des Colonies 56 in Brussels, working in a brand-new office located in a top-class office building.
• Unlimited duration contract with a gross salary: 2,200 – 2,500 EUR per month
• Work-from-home allowance: approximately 160 (140+20) EUR per month (applies only to employees working at least one day per week from home; typically, EARMA employees work 2-3 days per week from home)
• Monthly meal vouchers (up to the maximum allowable amount)
• 28 days of holiday per year
• Annual budget for professional development
• Home internet allowance of 20 EUR per month
• End-of-year premium of 60% of monthly salary
To Apply
Please submit your application as soon as possible, but no later than February 13, 2025. Please send your cover letter, CV and any other information to sahar.arafat@earma.org.
We will be conducting two rounds of interviews in the weeks of February 17 and 23.
Additional Information
This role will require the person to be present in the office for various tasks such as taking care of orders, repairs, and other office-related needs. EARMA is open to flexible working arrangements and is willing to negotiate different work schedules, including the possibility of working 80% of full-time hours. However, the person must be able to come to the office if such thing as repairs requires it. We have no extra-legal pension benefit scheme.
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