Trainees (Process Documentation)

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 Human Medicines Division.

Specific objectives and projects

We are looking for two Process Documentation trainees, who will be an integral part of our team, contributing to the development and refinement of User Manuals within the Human Medicines Division. The main tasks where you will be involved will include:

1- Collaborating with Experts: Partner with Process Leads and Sponsors to gather insights and understand the needs of different process clusters in the Human Medicines Division.
2- Rewriting and Standardizing: Take existing User Manuals and rewrite them into clear, professional guides that follow a unified style.
3- Research and Improvement: Dig into current resources—think websites, toolkits, and internal systems—to ensure the manuals are accurate, up-to-date, and easy to follow.
4- Creative Problem-Solving: Suggest fresh ideas to make the manuals more engaging and practical for users.
 

Learning outcomes

By the end of this traineeship, the Process Documentation trainees will walk away with practical skills and experiences that will set them apart as they launch their career. Here’s what they will gain:

• Professional Writing and Editing: Learn to craft clear, polished documents from scratch, turning complex or scattered information into user-friendly guides—a skill valued in any workplace.
• Collaboration and Communication: Build confidence working with a diverse team, mastering how to gather input and deliver results together.
• Problem-Solving and Creativity: Develop the ability to analyse resources—like websites toolkits, old WINs (Work Instructions), etc —and find smart, innovative ways to make information accessible and engaging.
• Project Experience: Get real-world experience managing tasks in a structured project, from research to final delivery, giving them a solid story to tell in future career.
• Attention to Detail: Hone their eyes for consistency and quality, ensuring every manual meets a high standard—skills that employers everywhere look for.

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 Life Sciences, such as Biology, Biochemistry, Pharmacist or a related field (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

• Strong writing and editing skills to craft clear, professional User Manuals. 
• Attention to detail is key, as they will be consolidating scattered information into consistent, user-friendly documents. 
• Collaboration is a must; working effectively with Process Leads, Sponsors, and the team you will be working with (the Process Management Office) will be central to their success. 
• Familiarity with documentation processes or tools (like SOPs {Standard Operational Procedures} or digital toolkits) is a plus.

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.