Trainee (Records Management)

About the traineeship programme

The Agency is looking for motivated, qualified recent graduates or students on an Erasmus+ or other programme or PhD students or Master's students (who posses a previous degree), who are interested in gaining experience and contribute to the Agency’s work for every patient in Europe. The purpose of a traineeship at the Agency is to perform tasks that are predominantly in the interest of the trainee’s training and principally serve to increase the trainee’s knowledge and to gain relevant experience.

Placement description

We are looking for a trainee in the Information Management Division.

Specific objectives and projects

Under the supervision of the Records Manager, the Trainee will contribute to the following activities:

1. Supporting the adoption of the new Records Management system by getting involved in the development of communications and training materials, ensuring the consistent application of Records Management principles across the Agency.
In this context, the trainee will be involved in the following activities:
a) scheduling and coordination of meetings, particularly for the Records Management Coordinators network, to facilitate discussions and gather input for drafting and updating Records Management and archiving documentation. These materials will be made available on the Records Management microsite on the Agency’s intranet.
b) redesigning and content structuring of the Records Management microsite to enhance clarity, usability, and relevance.
c) reviewing, updating, and organising existing Records Management guidelines, procedures, and resources, ensuring their accessibility and alignment with best practices.
d) Collaborate with key stakeholders to gather input and validate the accuracy of published content.
 
2. Managing the functional mailbox by responding to internal and external requests related to Records Management.

3. Providing support to I-CIO on additional tasks, if required.
 

Learning outcomes

From this experience the trainee will gain:

A. Project outputs & learning outcomes

• experience in developing and updating EMA's RM documents.
• insights into the handling of information in the EDRMS and electronic repositories  used at EMA.
• strategies for raising awareness amongst staff of RM and Archives policy and procedures.

B. Technical / Soft skills to be acquired

• ability to work effectively in a multicultural EU environment
• ability to work in a small team (2 people) but also with colleagues from diverse areas and background, and independently in his/her area of responsibility
• very good knowledge of RM principles
• very good organisational and communication skills
• flexibility and ability to communicate with different counterparts (EU agencies and internal colleagues) in both written and verbal form
• report preparation and writing skills
• time management and prioritisation skills
• experience in drafting policies, procedures, email to different stakeholders and other kind of documents
• experience in organising (internal) meetings and events.

Eligibility criteria

To be eligible for consideration for this placement, you are required to:

1. enjoy full rights as a citizen of a European Union Member State or Iceland, Lichtenstein and Norway;
2. possess a university degree in Library and Information Sciences, History, Communication, Information Management or Archives related studies (minimum of three years or more) that must have been obtained between 6 May 2024 and 6 May 2025 or be a university student on an Erasmus + or a similar programme or a PhD student or a Master's student with a previous fully finished degree in the areas mentioned before.
3. a thorough knowledge of English (at least level C1) and good knowledge of other official EU language (at least B2) of the Common European Framework for Languages

For criteria 1 and 2, you will be required to provide proof in the application form and at the interview stage. Failing to present these documents may result in the disqualification from the procedure.

Additional skills

If the first degree is not in any of the above-mentioned fields, a postgraduate diploma, master’s or higher degree – or enrolment in such postgraduate studies – in any of these subjects.

In addition, the ideal candidate will have:

• IT literacy, particularly in MS Office applications (Word, Excel, PowerPoint and Outlook)
• ability to work with VTC tools (Teams, WebEx, Zoom);
• familiarity with concepts, principles and practices of information, document, electronic records and archives management.

Desirable: The following will be considered an advantage:

• familiarity with an international environment
• working knowledge of Microsoft Office suite, in particular Office 365, including SharePoint
• knowledge of the Archival Standards, including the ISAD(G) standard and ISO 15489
• knowledge of Electronic Records Management Systems (ERMS)
• good writing skills and experience in preparing various types of communications, notes, presentations and emails.

Behavioural Competencies

You will demonstrate the following behavioural competencies:

• Communication skills
• Interpersonal skills
• Working with others
• Adaptability
• Research and analytical skills
• Learning and development

Expected selection timelines

Conditions of traineeship

The traineeship is offered for 10 months (1 October 2025 – 31 July 2026) and takes place at the Agency’s premises in Amsterdam with possibility for teleworking up to 40% of working time from The Netherlands and occasional teleworking from outside The Netherlands. Traineeships are offered for either full-time or part-time (80% or 50%) if combined with university studies.

The Agency pays a monthly stipend of €1,942.19 for a full-time traineeship (reduced accordingly for 80% or 50%) and a travel contribution upon joining the Agency.

Each trainee will have a mentor at the Agency who will guide the trainee through the programme.

The conditions of employment are stated in the Executive Decision on rules governing the traineeship programme at the EMA available here.