European University Institute Launches 2026 Job-Shadowing Initiative for Administrative Professionals

The European University Institute has opened applications for its 2026 job-shadowing programme under the Widening Europe initiative. This short-term opportunity allows administrative staff from higher education institutions and public research centres in targeted countries to spend time observing operations at the EUI in Florence. The call focuses on building administrative capacity and sharing best practices in social sciences and humanities settings.

Launched as part of ongoing efforts to strengthen ties across Europe, the programme enters its third year with refined offers across multiple EUI units. Participants gain direct exposure to workflows in areas such as academic services, financial administration, project management, and departmental coordination. The initiative supports a more integrated European higher education landscape by enabling knowledge transfer between institutions in different regions.

Background on the EUI and Its Widening Europe Programme

The European University Institute, established in 1972, serves as a postgraduate research centre specialising in social sciences and humanities. Located in the hills above Florence, it hosts doctoral programmes, postdoctoral fellowships, and advanced research through departments including Economics, History, Law, and Political and Social Sciences, along with the Robert Schuman Centre for Advanced Studies and the Florence School of Transnational Governance.

The Widening Europe Programme emerged to address disparities in research and institutional capacity across the continent. It connects the EUI with higher education institutions in countries that historically participate less successfully in competitive European research funding calls. By offering targeted activities for researchers, academics, and administrative staff, the programme promotes internationalisation and quality improvements in participating institutions.

Funded through contributions from the European Union and EUI Contracting States, the initiative aligns with broader European goals of creating a cohesive higher education and research area. It complements actions under the Horizon Europe framework, particularly those aimed at widening participation and spreading excellence in research and innovation systems.

Details of the 2026 Job-Shadowing Call

Administrative personnel affiliated with eligible institutions in the targeted countries may apply for three-day (or in some cases two-day) visits. Available periods run from 1 June to 26 July 2026 and from 1 October to 27 November 2026, depending on the specific unit offering the placement.

Eligible applicants must hold nationality of one of the listed countries and maintain current employment at a public higher education institution or research centre focused on social sciences and humanities. Previous participants in the job-shadowing activity are not eligible to reapply. English proficiency at a minimum B2 level is expected to ensure productive engagement during the visit.

The application process requires submission through an online form by the deadline of 29 March 2026. Applicants provide details of their current role and responsibilities, preferred visit dates, and a motivation statement explaining expected professional benefits. Supporting documents include a curriculum vitae, proof of nationality, and an official affiliation confirmation from the employing institution.

Selected participants receive a daily allowance of 200 euros for up to three days to cover accommodation, meals, and local transport in Florence. Travel costs are reimbursable up to 500 euros upon submission of receipts and a brief post-visit report.

Specific Job-Shadowing Opportunities Across EUI Units

Multiple EUI services and departments have prepared tailored placements. The Academic Service offers insights into student lifecycle management, including admissions, wellbeing support, quality assurance, and programme coordination. Participants observe how an international research institution handles doctoral education and extracurricular activities.

The Accounting Service focuses on internal controls, financial reporting, year-end procedures, and relations with external auditors within an international framework. Sessions cover SAP workflows, risk management for pension funds, and data governance principles.

Budget and Financial Affairs provides hands-on exposure to digital tools for financial management, reimbursement processes, grant payments, and contract handling. Workshops emphasise automation and benchmarking against international standards.

Joint sessions with the Department of Political and Social Sciences and the Florence School of Transnational Governance cover departmental administration, mobility programmes, summer academies, and policy fellowship operations. Visitors learn about academic planning, resource allocation, and bridging policy practice with scholarly work.

Additional offers from Research Support highlight pre-award and post-award project management, including funding opportunity identification, proposal development, contract negotiation, and reporting to funders.

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Eligibility and Targeted Countries

The programme targets 24 countries where research and innovation performance has historically lagged behind the European average. Within the European Union these include Bulgaria, Croatia, Cyprus, Czechia, Estonia, Greece, Hungary, Latvia, Lithuania, Malta, Poland, Portugal, Romania, Slovakia, and Slovenia.

Outside the European Union the list comprises Albania, Bosnia and Herzegovina, Georgia, Kosovo, Moldova, Montenegro, North Macedonia, Serbia, and Ukraine. Applicants must hold nationality from one of these countries while being employed at an eligible institution within the same group.

This geographic focus ensures resources reach institutions that can most benefit from exposure to established European research administration practices. The emphasis on social sciences and humanities aligns with the EUI's core academic strengths.

Benefits for European Higher Education Institutions

Job-shadowing placements enable administrative staff to return to their home institutions with fresh perspectives on efficient processes, digital tools, and international collaboration models. This can lead to improved student services, stronger financial controls, and more effective project management in participating universities and research centres.

By fostering direct connections with the EUI, the programme supports longer-term partnerships. Institutions gain visibility within European networks, which may enhance future collaboration on research projects, staff exchanges, and joint initiatives.

The short duration minimises disruption to daily operations while maximising learning outcomes. Participants engage in observation, structured presentations, and practical demonstrations tailored to their professional roles.

Context Within Broader European Research and Higher Education Policy

The EUI Widening Europe Programme operates alongside Horizon Europe actions designed to reduce disparities in research capacity. These efforts recognise that a strong European Research Area requires active inclusion of institutions from all member and associated countries.

Administrative capacity building represents a critical but often overlooked component of research excellence. Effective grant management, student support, and financial oversight directly influence an institution's ability to compete for and deliver on European-funded projects.

Similar mobility schemes exist in other European university alliances and networks, but the EUI's focus on social sciences and humanities combined with its location in Italy provides a distinctive setting for professional development.

Related Initiatives and Ongoing Opportunities

In addition to the job-shadowing call, the Widening Europe Programme supports short-term mobility stays for doctoral researchers and funded research visits for PhD students from the same targeted countries. These complementary activities create multiple entry points for engagement with the EUI.

Collaborative research projects selected under the programme further strengthen institutional links through joint work on topics such as democracy, climate governance, and digital policy. The overall portfolio demonstrates a sustained commitment to inclusive European academic cooperation.

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Future Outlook and Implications for the Sector

As the programme completes its third year, outcomes from previous cohorts will inform refinements in 2027 and beyond. Continued funding from the European Union and contracting states signals strong institutional support for these capacity-building measures.

Success will ultimately be measured by tangible improvements in administrative practices at participating institutions and increased participation rates in European research competitions. The model offers a scalable approach that other leading European institutions could adapt to their own contexts.

For university administrators and human resources teams in eligible countries, monitoring future calls provides a low-cost pathway to international professional development. The emphasis on practical, unit-specific placements ensures relevance to everyday responsibilities in higher education settings.

Practical Steps for Interested Institutions and Staff

Institutions in targeted countries are encouraged to circulate information about the call internally and support eligible staff in preparing strong applications. Highlighting alignment between the visit and institutional strategic goals strengthens motivation statements.

Staff should review the detailed offers from each EUI unit to identify the best match for their professional development needs. Early preparation of required documents, including official affiliation letters, helps meet the application requirements efficiently.

Post-visit reporting requirements create opportunities to share learnings with colleagues, potentially multiplying the impact beyond the individual participant.