VACANCY NOTICE V/AD/EUI/1/2025

The European University Institute (EUI), based in Florence, Italy
is organising a selection procedure based on qualifications and tests
to draw up a reserve list for the posts of

WHO WE ARE

The European University Institute (EUI) at a glance:
an international organisation set up in 1972;
a research university focusing exclusively on post-
graduate, doctoral and post-doctoral studies,
and advanced research;
located in the hills overlooking the city of Florence,
Italy.
The Institute also hosts the Historical Archives of the European
Union.
More on our Institution: https://www.eui.eu/About
1 cf. Annex II
1

2.1 EDUCATION (QUALIFICATIONS)

• A level of post-secondary education attested by a diploma, or
• A level of secondary education attested by a diploma giving access to higher education,
  and appropriate professional experience of at least three years. This professional
  experience will be considered part of the educational qualification and will not be taken
  into account in the required numbers of professional experience under 2.3.
  Only diplomas and certificates that have been awarded in EU Member States, or that are the
  subject of equivalence certificates issued by authorities in the Member States by the deadline
  for applications, shall be taken into consideration. If your diploma was issued outside the EU,
  please indicate in your application that you hold an equivalence certificate; otherwise, your
  application will be deemed ineligible. 3

2.2. PROFESSIONAL EXPERIENCE4

By the deadline for applications, and in addition to the qualifications required above,
candidates must have at least five years of professional experience gained after obtaining
the diploma required under 2.1.
2 As a condition for the engagement, the successful candidate shall be medically examined in order for the EUI to
prove that they fulfil the requirement of Article 12(2)(d) of the Conditions of Employment of Other Servants.
3 If you have a diploma recognised in an EU Member State, you don’t need NARIC recognition for your lower level
diploma(s). Example: If you have a Bachelor’s degree from a university outside the EU, and a Master’s degree from
an EU university, you don’t need NARIC recognition for the Bachelor’s degree. Qualifications/diplomas awarded until
31/12/2020 in the United Kingdom are accepted without further recognition. For diplomas awarded after this date
(from 01/01/2021), a NARIC recognition is required.
4 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for
access to this post. Only duly documented professional activity (i.e. remunerated employment or self-employment) is
taken into account. Part-time work will be taken into account in proportion to the percentage of full-time hours worked.
Periods of education or training and unremunerated traineeships are not taken into account. Completed and
remunerated PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can
be counted only once.
7

2.3 KNOWLEDGE OF LANGUAGES5

• Main language: have a thorough knowledge of one official language of the European

Union; and

• Second language: a satisfactory knowledge of another official language of the European

Union to the extent necessary for the performance of the duties.

ROLE IN HR PROCESSES

• Supervising academic project staff, supporting and/or coordinating other administrative
  staff of the projects, contractors and external collaborators, in collaboration with the

academic directors of the unit’s programmes and centres;

• Coordinating at the level of the unit’s programmes and centres the selection procedures

of academic trainees, associates and fellows; contributing to the recruitment procedures

of other academic staff and fellows;

• Providing coaching and training on project-management matters to academic staff,

trainees and newcomers;

• Contributing to the coordination of contractors and external collaborators, in collaboration

with the academic director of the assigned programme.

ROLE IN ADMINISTRATIVE PROCESSES

• Supporting the academic staff with the preparation and timely submission of project
  applications and with project implementation by providing administrative and technical

guidance;

• Taking charge of the daily administrative management of research projects, in

cooperation with other services of the EUI, including ensuring the coordination of the
activities of the projects, timely submitting project reports, and providing support to

consortium partners;

• Taking charge of the secondment and timesheets workflow for external collaborators and

internal staff assigned to externally funded projects;

• Coordinating and collaborating internally with other academic units and administrative

services in view of the organisation of a wide range of administrative workflows.

• Supporting the sharing and development of best practices in the management of research

at unit level and within the EUI.

ROLE IN HR PROCESSES

• Supervising academic programme staff, supporting and/or coordinating other

administrative staff working for the programme;

• Coordinating contractors and external collaborators, in collaboration with the academic

director of the assigned programme;

• Contributing at programme level to the recruitment procedures of academic associates

and fellows;

• Providing coaching and training on programme matters to academic staff, trainees and

newcomers.

ROLE IN ADMINISTRATIVE PROCESSES

• Acting as the programme’s focal point to provide effective and timely administrative

advice on the programme to the Academic Director;

• Taking charge of the daily coordination of the programme, in cooperation with the other

administrative staff assigned to the programme, including ensuring the coordination of

the activities, budget and team effort;

• Being responsible for the coordination of possible programme committees (e.g. internal

working groups and external advisory committees);

• Supporting the research project manager and academic staff of the programme with the

preparation and timely submission of project applications by providing administrative and

technical guidance;

• Ensuring the implementation of the programme’s administrative processes and

coordinating its reporting activities;

• Applying data protection policy in each administrative process and complying with the

EUI rules;

• Coordinating and collaborating internally with other academic units and with

administrative services in view of the organisation of a wide range of administrative

workflows;

• Supporting the sharing and development of best practice in the management of activities

at unit level and within the EUI.
5

Level of autonomy and accountability

• Reporting directly to the management team of the unit;
• Possessing a high level of autonomy in the implementation of assigned tasks; bein

Level of autonomy and accountability

• Possessing a high level of autonomy in the implementation of assigned tasks; accountabl

Competencies specific to the role include the following:

• Project and task management
• Working with others
• Creativity and Innovation
• Knowledge – processes and procedures
• Budget implementation
• Strategic thinking
• Risk management
• Communication and Interpersonal skill