VACANCY NOTICE V/AD/HRS/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 post of

HR Officer

(Contract agent post, type 3a, FG III)

        in the Human Resources Service

The European University Institute (EUI) seeks dedicated and highly motivated HR professionals.

The HR Officers will thrive in a university setting hosting more than 1000 international researchers and employees, supporting the EUI’s Human Resources Service (HRS) in a wide spectrum of HR activities including but not limited to recruitment and selection procedures, learning & development, performance management, organisational design and development, contract management & individual rights, strategy & policy making, HR metrics, systems & analytics.

Who We Are                                         

The European University Institute (EUI) at a glance:

• an international organisation set up in 1972;
• a research university focusing exclusively on postgraduate, 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

The EUI strives to secure the highest standards in the

employment of the staff with due regard to the importance of reflecting both gender balance and a wide geographical basis, with reference to the Member States of the European Union.

Our Unit                                                    

The Human Resources Service (HRS) provides a broad range of services to the EUI management and its academic and administrative staff. It advises the President, the Secretary General, the Chief Operating Officer and EUI Managers in the field of human resources. It assists the workforce of approx. 750 employees (comprising circa 400 academic and teaching staff, circa 330 administrative staff and circa 35 trainees) as well as approx. 130retirees with th eir contractual rights and obligations, while also managing their employment contracts.

The team is composed of 28 committed and highly-motivated HR professionals. They ensure the efficient, qualitative and timely management of the full spectrum of HR activities such as selection, recruitment, learning and development for both academic and administrative staff.

Your Key Responsibilities      

The HR Officer will bring their expertise on HR processes and procedures to support the academic and administrative activities of the EUI.

In particular, the HR Officer will be supporting one or more of the following areas of HR activity:

• HR Operations:
  • Recruitment & selection
  • Contract management & individual rights
• HR Strategy:
  • HR metrics 
  • HR policies 
  • HR IT systems 
• Talent Management:
  • Performance management
  • Learning & development
  • Workforce planning
  • Organisational design and development

The main duties, depending on the designated area of HR activity, may vary and include the following:

Policy/ Strategy Making:

• Contributing to the development of new HR policies and/or projects such as process mapping (translating and refining HR processes), attraction/retention of talents, workforce planning, learning and development, performance management, organisational design and development etc.;
• Providing insights, HR statistics and HR data to allow managers to prepare strategic documents;
• Helping to prepare and follow up on periodic reporting and HR data analysis to support strategic projects and initiatives.

Role in administrative processes:

• Being responsible for a category or a group of staff members (teaching or administrative) with regard to all HR procedures;
• Preparing and contributing to the management of selection and recruitment procedures including drafting vacancy notices, launching calls and publications, analysing applications and determining their eligibility, organising and following up on selection boards;
• Maintaining and updating the HR Management System;
• Managing individual staff files, establishing individual rights and entitlements in accordance with EUI staff rules and regulations;
• Contributing to the Service’s learning and development activities;
• Contributing to the analysis, validation and standardisation of job descriptions;
• Preparing, launching and following-up on staff assessment and promotion exercises.

Representation/ communication:

• Representing the HR service inside and outside the EUI and liaising with internal and external stakeholders;
• Acting as primary point of contact for questions related to staff issues;
• Contributing to the organisation and the design of events such as training activities, orientation days, workshops, brainstorming sessions.

People management:

• Supporting, training, and coaching other colleagues, trainees or newcomers to make sure HR procedures are well understood and followed.

Finance and procurement:

• Supporting financial and procurement processes: adapting templates, preparing invoices for verification, requesting financial commitments;
• Contributing to the drafting of calls for tender.

Level of Expertise:

• Acting as a subject matter specialist in one of the HR Pillars (HR Operations, HR Strategy, HR Talent Management).

Level of autonomy and accountability:

• High level of autonomy;
• Reporting directly to the HR Team Leader or the HRS Director.

Budget Management

• Preparing budget estimates.

Your Key Competencies          

All staff at the EUI share the following competencies:

• Ethics and integrity
• Working in a multicultural environment
• Accountability
• Delivering quality and results

Competencies specific to the role:

• Knowledge of Processes & Procedures (Staff Regulations)
• Confidentiality
• Stakeholders Orientation
• Working with others
• Multitasking
• Communication
• Creativity and Innovation

The competencies mentioned above may be assessed at the written test and/or interview stage.

Read more on EUI Competency Framework

What We Offer                                  

• A role in an inspiring community of young scholars with an exclusive focus on master, doctoral and post-doctoral studies;
• A multicultural community of 1100 academics at all career stages and support staff of approximately 85 different nationalities;
• The commitment to a genuine culture of equality, diversity and inclusion, and to attracting, encouraging and retaining a diverse and highly qualified workforce;
• A world-class research library, the Historical Archives of the European Union, and many other excellent research facilities;
• Language courses and soft skills training opportunities;
• Access to all EUI facilities: library, PC rooms, crèche, cafeteria, gym, participation in seminars and workshops;
• Competitive salary package including health and pension plan;
• A healthy work-life balance in a family-friendly environment.

  Read more on Work and Life of EUI Support Staff.

Applications must be submitted electronically using the V/AD/HRS/1/2025 online application form available at

https://www.eui.eu/About/JobOpportunities/Open-competitions-for-administrative-posts

CLOSING DATE FOR APPLICATIONS: 11/05/2025 at 23:59 CEST

Before completing the online application form you are invited to read ANNEXES I & II that represent an integral part of this vacancy notice.

Annex I – Eligibility and Selection Criteria                                    

SELECTION CRITERIA

Applications that fulfil the above Eligibility Criteria will be assessed against the following requirements:

Essential

• Proven experience in implementing statutory rules and regulations as well as HR policies and procedures;
• Proven experience in HR Talent Management, and/or Organisational Design and/or HR analytics;
• Three (3) years of proven professional experience in the HR field directly relevant to the nature of the duties (see above);
• Excellent knowledge of English, both spoken and written (CEFR level: C1 or above).

Advantageous

• Education in Human Resources, Social Sciences or Public Administration;
• Proven work experience in a higher education and/or international research environment, or international organisations and/or EU institutions;
• Knowledge of and familiarity with the Staff Regulations of Officials and Conditions of Employment of Other Servants of the European Union (CEOS).

Candidates invited to the test and interview phase may also be assessed against the competencies listed under the “Your key competencies” section on page 4.

Please see here for Annex II.

Do not forget to mention that you found this job ad on the Euractiv Jobsite!