🇮🇹 Administrative Systems Trainee 🖥️ European University Institute (EUI) Internship in Florence, Italy ⚙️ (€1,540/month)

The European University Institute (EUI) in Florence, Italy, is recruiting an Administrative Systems Trainee for its ICT Service. It is a paid, full-time traineeship of 12 months with a maintenance grant of €1,540 per month, starting between February and April 2027. Applications close on 02 November 2026 at 23:59 CET, and the call is open to nationals of EU Member States and candidate countries who hold a first university degree. At Youth Works Hub, we went through the vacancy notice TR.ICT.6.2026 line by line so you can see every task, requirement and benefit in one place.

About the European University Institute

The EUI was founded in 1972 and is located in Florence, Italy. It is a treaty-based post-graduate institution dedicated to advanced research and training with a unique European focus, and it describes itself as the leading institute in Europe dedicated to social sciences and humanities.

Its activities rest on three pillars:

🔬 Training early-stage researchers through excellent research

📑 Policy-relevant research

🏛️ Training current and future policymakers

The Institute is committed to global engagement, diversity, inclusiveness and improved accountability, and it fosters a collaborative, forward-thinking environment that connects scholars and policymakers worldwide. It is an international and multicultural research organisation for doctorate and post-doctorate studies with a worldwide academic reputation.

What the ICT Service Does at the EUI

The Information and Communication Technology (ICT) Service provides the digital infrastructure and essential technology services that enable the Institute's academic and administrative activities. Its work covers:

🔐 Secure, reliable and high-performance data, visual and voice communication across the EUI community and with external partners

🧩 Support for both centralised and decentralised applications, giving the flexibility that diverse institutional needs require

🪪 Identity and access management services

🎧 User support functions and a central Helpdesk for high-quality service delivery

🎓 Learning technologies and audiovisual environments

🏢 Enterprise systems, integrations and campus-wide networks

🛡️ Security, integrity and resilience of the Institute's systems and digital assets

📈 Robust business processes, management information systems and IT governance

Three ICT Profiles in One Call

Vacancy notice TR.ICT.6.2026 invites motivated trainees to join the ICT Service's diverse teams across three areas of interest: Systems & Networks, Administrative Systems and Web Services. The three profiles are Systems & Networks Trainee, Administrative Systems Trainee and Web, Digital & Learning Trainee. This article covers only the Administrative Systems Trainee profile.

The Administrative Systems Team

The Administrative Systems Team supports digital services across the Institute's academic and administrative processes, for example academic administration, HR, finance and facilities. The trainee works under the supervision of the relevant system owners and is assigned specific duties and responsibilities in line with the objectives of the traineeship.

Day-to-Day Tasks of the Administrative Systems Trainee

According to the vacancy notice, the trainee will:

🗂️ Contribute to product and system management activities related to academic administration systems

🗺️ Support process mapping and analysis of academic administration workflows

🔧 Assist with system configuration activities

🧪 Participate in system testing and validation activities

📘 Support the preparation and maintenance of user documentation and guidelines

🎫 Analyse recurring user issues and support tickets to identify patterns and improvement opportunities

✅ Assist with operational system management tasks, including data quality checks

What You Will Learn During the 12 Months

The traineeship offers hands-on experience in the delivery and operation of digital services in an academic environment, as well as with enterprise systems and digital service improvement. It focuses primarily on academic administration systems, with an emphasis on understanding, analysing and improving how digital services work in practice.

Qualifications You Need

📜 A Bachelor's degree in a relevant field, for example Computer Engineering, Programming, Multimedia Engineering, Information Technology or a related discipline

🗣️ Proven knowledge of English, both written and spoken, at CEFR level B2 or above, with an interest in producing clear, user-friendly documentation and internal web content

⏱️ Time management and organisational skills, with proven ability to meet deadlines and to handle multiple tasks and projects

Skills That Count as a Plus

🏅 Information Technology certifications relevant to the team's mission and tasks

📋 Knowledge of project support: project life cycle, gathering user requirements and testing

💻 Knowledge of markup, scripting or programming languages

Competencies Assessed at Interview

Candidates invited for an interview may also be assessed on three groups of competencies.

Shared by all EUI staff:

⚖️ Ethics and integrity

🌐 Working in a multicultural environment

📌 Accountability

🎯 Delivering quality and results

Related to the ICT Service:

🚀 Initiative and proactivity

💪 Resilience

🔀 Multitasking

🤝 Interpersonal skills

🔄 Adaptability

💡 Creativity and innovation

Specific to the posts:

⚡ Proactivity

👥 Working with others

📡 Technological awareness

🏁 Delivering quality and results

Nationality Rules: Who Is Eligible?

🇪🇺 Nationals of the Member States of the European Union and of candidate countries benefiting from a pre-accession strategy can apply.

🇺🇦 In accordance with President's Decision no. 67/2025, Ukrainian nationals are also eligible to apply.

🧭 A limited number of nationals of non-Member States may be accepted on the basis of a specific agreement of the Secretary General and according to available resources.

🔖 Under exceptional circumstances, specific traineeships can be made available solely to nationals of specific States, including EU and non-EU States.

The traineeship is open to all eligible candidates without discrimination on any grounds, such as sex, gender, race, colour, ethnic or social origin, religion or belief, membership of a national minority, disability, age or sexual orientation.

Degree and Graduation Timing

To be considered for a paid traineeship such as this one, candidates must:

🎓 Have completed the first cycle of university studies and obtained a full degree or its equivalent by the closing date for applications (the minimum national qualifications required by the legislation of the country where the diploma was obtained are listed in an Annex published by the EUI)

📅 Have obtained their last university diploma no longer than three years before the application deadline

The three-year rule does not apply to candidates who are enrolled in further university studies at the moment of their application.

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Language Requirements

The vacancy notice asks for a good knowledge of one of the EUI's official languages and a satisfactory knowledge of another language, taking into account that English, French and Italian are the main working languages at the Institute. The EUI traineeships page states the same rule as a good knowledge of English (CEFR B2 or above) plus a satisfactory knowledge of another language of the European Union to the extent necessary to perform the duties.

⚠️ Applicants who do not meet the eligibility conditions should not apply and may not receive any response if they do.

Grant, Working Hours and Travel Costs

💶 Maintenance grant of €1,540 per month (as of 1 January 2026)

🗓️ Duration of 12 months

🕘 Full time, Monday to Friday, 8 hours a day

✈️ Reimbursement of travel expenses actually incurred at the beginning and end of the traineeship for trainees recruited from outside Florence

Start Dates for the ICT Intake

Trainees selected under this call start between February and April 2027, based on needs and available positions. In general, EUI traineeships start on the 1st day of February, April, June, September or November.

Non-EU/EEA Trainees: Part-Time Rule

The EUI provides the following for information only; it does not replace the relevant Italian legislation. Under current Italian law (D.Lgs. 286/1998 and DPR 394/1999), non-EU/EEA trainees are eligible for a part-time traineeship of 20 hours per week, which corresponds to an EUI grant of €770 per month (as from 1 January 2026).

🛂 Trainees must comply with Italian regulations on residence and visa obligations.

📂 All documentation must be in hand by the start date of the traineeship, as per Article 6(3) of President's Decision no. 16/2023.

🕊️ Exceptions might be possible for international protection seekers (see D.Lgs. 142/2015).

☎️ The EUI strongly recommends contacting the Italian authorities for any information on these requirements.

Insurance Cover

🏥 Health insurance is obligatory and can be obtained, upon request, through the Institute.

🦺 Trainees are covered by default against the risk of accident by the collective policy the Institute holds with Cigna Life Insurance Company NV / Cigna International Health Services BVBA (Policy Nr. 910.K88).

The complete provisions governing traineeships at the EUI are set out in President's Decision no. 16/2023.

Extra Benefits for Trainees

🍽️ Discounted price for one lunch per day at the EUI canteen

📚 Access to EUI facilities: the Library, Reading Rooms and the Centre for Academic Literacies and Languages

🎤 Participation in professional training, public seminars, workshops and extracurricular activities, including wellbeing initiatives

🛠️ The chance to apply academic knowledge in a practical work environment, particularly in relevant areas of expertise

🌏 Experience in an international institution and research university, as part of a vibrant multicultural community

🎨 Development of creativity and innovation skills

🗓️ Better organisational and time management skills

💬 Stronger language skills, interpersonal communication and intercultural teamwork abilities

Why Florence and the EUI?

The EUI presents the traineeship as a chance to work in a field of your choice and build your career in an international research organisation, while enjoying the cultural, social and recreational facilities of Florence. Under an experienced supervisor, trainees:

🔭 Gain a general overview of the goals of the EUI

👀 Get first-hand experience of the activities of the EUI and its units

🧠 Apply knowledge acquired during their studies or professional occupation

🌱 Develop new professional and personal skills through the daily work of the units

🌐 Contribute to projects in a diverse, multicultural, multilingual and multinational environment

If you are comparing this grant with other placements, our guide to how paid internships and funded traineeships work explains the main models.

How to Apply

📝 Fill in the online application form for vacancy TR.ICT.6.2026 and upload the documents requested in the form.

🚫 Only applications submitted through the online application form are accepted.

📨 Your application counts as successfully submitted once you receive an automatic email confirmation.

🆘 If you have difficulties sending your application, you can write to the EUI traineeships team by email.

Selection and Interviews

Shortlisted candidates are invited for an interview. Only candidates invited for an interview receive information from the EUI on their selection status. If you have not heard back within 3 months of applying, you can assume your application was not successful on that occasion, but you are welcome to apply for other future vacancies.

Personal data is processed under the EUI's Data Protection Policy (President's Decision no. 10/2019) and the Privacy Statement for Trainees Selection and Recruitment Procedures.

Find more opportunities like this in our internship and traineeship listings on Youth Works Hub.

Frequently Asked Questions

How much is the grant for the EUI Administrative Systems Trainee?

The grant is €1,540 per month (as of 1 January 2026) for the full-time traineeship. Non-EU/EEA trainees on the 20-hours-per-week part-time arrangement receive €770 per month. Trainees recruited from outside Florence also get their travel costs at the start and end reimbursed.

What is the deadline for this ICT traineeship?

Applications close on 02 November 2026 at 23:59 CET. Only applications sent through the online application form are accepted.

When does the traineeship start and how long does it last?

It lasts 12 months, full time, Monday to Friday, 8 hours a day. Start dates fall between February and April 2027, depending on needs and available positions.

Do I need an IT degree?

Yes, a Bachelor's degree in a relevant field is required, such as Computer Engineering, Programming, Multimedia Engineering, Information Technology or a related discipline. The degree must be completed by the closing date, and your last diploma must be no more than three years old unless you are enrolled in further studies.

Which nationalities can apply?

Nationals of EU Member States and of candidate countries benefiting from a pre-accession strategy can apply, and Ukrainian nationals are also eligible. A limited number of other nationals may be accepted under a specific agreement and depending on available resources.

What will I actually work on?

You will support academic administration systems: system and product management, process mapping, configuration, testing and validation, user documentation, analysis of support tickets and data quality checks, under the supervision of the relevant system owners.

Is programming knowledge required?

It is not mandatory. Knowledge of markup, scripting or programming languages, IT certifications and project support experience are listed as advantages, not requirements.

Is health insurance provided?

Health insurance is obligatory and can be obtained on request through the Institute. Trainees are also covered against accidents by the EUI's collective policy with Cigna.

Will the EUI tell me if I am not selected?

No. Only candidates invited for an interview receive information on their selection status. If you hear nothing within 3 months, you can assume the application was unsuccessful that time.