Job Description

Job grade FGIV

Internal job grade:

Type of position Contract agent

Selection procedure reference EMA/CA/11226

Job title IT Business Analyst

Talent Pool: FGIV Enterprise Capabilities Management

Deadline for applications 31 December 2026 at 23.29 CET

Salary: 4249,97 Euro (including local weighting) [1]plus benefits (see calculators on the right) (based on a fulltime contract (40hrs/week))

Location: Amsterdam; The Netherlands (relocation to take up duties is mandatory)

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About this role

We are looking to recruit a Business Analyst to join the Agency’s Information Management (IM) Division. The IM division handles IT project delivery for both internal and external stakeholders. The work is organised in an agile manner, following the SAFe framework. Our IT projects address needs related to Customer Relation Management (CRM), Data Analytics, AI, Master Data Management (MDM) and more. As a key member of a delivery team, the Business Analyst contributes to defining business requirements and making them clear to technical teams. You will perform a full range of analysis work, helping to translate and develop business requirements, facilitate the communication between the stakeholders. You will be supported by platform and portfolio leaders in the projects and will contribute to the success of delivered products.

In the recent years, Business Analysts within EMA supported:

• Delivery of a new document management system holding 25 million records.
• Decommissioning of the legacy regulatory procedure system by analysing existing processes, identifying areas for improvements and preparing the end-users for the upcoming changes.
• Creation of data products to better support regulatory decision-making.
• In accordance with mandated EU regulations, delivery of modern IT solutions spanning the whole lifecycle of human and veterinary medicinal products, from clinical trials to post-authorisation activities.

In this job you will

• Build strategic customer relationships and act as a central point with the business
• Analyse business processes and systems, gather and define requirements
• Evaluate existing business processes, map them by using different visualisation methods and suggest improvements
• Understand business needs and translate them into well-defined technology requirements
• Assist in refining requirements with business stakeholders and technical teams
• Create clear well-structured documents such as business requirements, features, user stories
• Facilitate the communication between technical and business teams, ensuring the alignment and information flow
• Ensure delivered products and/or services are fit for purpose by actively participating in planning for and running User Acceptance Testing and manage its outcome
• Increase organisation awareness about the product and its features by collaborating with business in the workshops and info sessions
• With the help of senior team members support the creation of the product roadmap
• Participate in preparations for increment delivery (PI planning) – work with the external delivery teams to refine and estimate the features and user stories
• Proactively identify and flag business needs and be able to highlight interdependencies across business areas
  • Maintain products knowledge within EMA:
  • Document the technical and business decisions
  • Actively participate in the demo preparations (supported by a Product Owner)
  • Review and refresh the content of the user guides
  • Foster knowledge sharing by holding regular updates about the product.

Link to the role description of the Platform Analyst outlining generic duties and responsibilities.

Apply if you meet these eligibility criteria:

To be eligible for consideration for this position, you are required to meet the following general and specific eligibility conditions:

General conditions:

1. Enjoy full rights as a citizen of a European Union Member State, Iceland, Liechtenstein, or Norway;

2. Have a thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2);

3. Have fulfilled any obligations imposed by applicable laws concerning military service.

Specific conditions: 

1. Possess a university of a minimum of three years or more that must have been obtained by the closing date of this vacancy notice;

General Condition 1 and Specific Conditions 1 will be verified firstly based on the application form and then you will be required to provide documentary evidence at the interview stage. Failure to present these documents may result in the  disqualification from the selection procedure. 

Only eligible candidates will be assessed by the selection committee.

You will also need:

Experience

• Minimum of two years of relevant experience with IT business analysis including defining and structuring requirements, writing user stories and acceptance criteria, designing mock-ups and wireframes, supporting backlog prioritisation, and setting up/running working group meetings.
• Experience in collaborating and communication with internal, external, technical, and non-technical stakeholders, at different levels.
• Experience in gathering, translating, and communicating technical requirements clearly to the development team, stakeholder, and business.
• Experience in project management.

Skills & Knowledge

• Business acumen (ability to analyse business processes, identify the bottlenecks and ability to model improvements);
• Technical acumen (understanding of modern technical concepts such as but not limited to AI, Data Analytics, Data Modelling, ability to create dashboards, visualisations and reports).

Competencies you need to have

Sub-family competencies

Quality management Intermediate
Emerging technology monitoring Intermediate
Continuous improvement Intermediate
Applied knowledge management Intermediate

Grade competencies

Adaptability and agility Intermediate
Coping with pressures and setbacks Intermediate
Analysing and problem solving Intermediate

Core competencies

Ethics and integrity Intermediate
Team collaboration Intermediate
Customer centricity Intermediate
Results orientation Intermediate
Communication Intermediate
Cross-cultural sensitivity Intermediate
Continuous learning and self-development Basic

For more information about definitions of competencies and associated proficiency levels, please refer to the  EMA Competency Framework

These are considered as Nice to Have:

Experience

• Practical experience with the SAFe agile methodology (or similar);
• Professional experience of system analysis within a large organisation is preferred, ideally within the pharma or regulatory sector;
• Understanding of data modelling, data transformation, and integration with master data management systems;
• Experience with project tracking and design tools (e.g., Azure DevOps, Jira, Confluence or similar).

Selection process

Only eligible candidates (see eligibility criteria) will be assessed by the selection committee.

Suitability and qualifications of eligible candidates will be assessed against the assessment criteria and competences in different steps of the selection procedure.

Note: Candidates who fail any assessment linked to any Need to Have requirement, Sub-family, grade specific competencies, and Core Competencies at any stage of the process are disqualified, despite re points on other criteria.

Before the start of the selection procedure, it is decided which criteria and competences will be assessed at each stage of the process. Certain criteria / competences will be assessed / scored only for shortlisted candidates during interviews (and/or tests).

Please consult the Careers at EMA - Guidance on selection and recruitment (section 1.3. selection procedure) for an overview of the criteria and competences assessed at each stage of the process.

Shortlisting

To allow the selection committee to carry out an objective assessment of all candidates in a structured way, as part of their application, all candidates must answer the pre-defined set of questions based on Need to have criteria and sub-family competences.

Selection Committee may decide to limit the number of candidates invited to the further stages. Please consult the Careers at EMA - Guidance on selection and recruitment (table on section 1.3.6 Preliminary and final assessments) for an overview of the thresholds.

Assessments

The assessment of candidates will be performed on an on-going manner with the following indicative schedule:

Applications received between

Preliminary Assessments

Final Assessments

Decision

Round I

09 Jan 2026 - 31 Mar 26

3rd week of April 2026

3rd and 4th week of May 2026

June 2026

Round II

1 Apr 2026 - 30 Jun 26

3rd week of June 2026

3rd and 4th week of July 2026

August 2026

Round III

1 Jul 2026 -30 Sep 2026

3rd week of September 2026

3rd and 4th week of October 2026

November 2026

Round IV

1 Oct 2026-31 Dec 2026

4th week of January 2027

3rd week of February 2027

March 2027

Round I: candidates who applied by 31 March 2026: assessments will start from 01 April 2026.

Round II: candidates who applied between 01 April and 30 June 2026 assessments: will start from 01 July 2026.

Round III: candidates who applied between 01 July and 30 September 2026: assessments will start from 01 October 2026.

Round IV: candidates who applied by 01 October and 31 December 2026: assessments will start from 01 January 2027.

Only eligible candidates who possess of all need to have requirements and sub-family competencies will progress to the next stage. All candidates will be assessed by the same selection committee and undergo the same set of assessments. Applications will be considered only once during this selection process.

Shortlisted candidates will participate in personality assessments (e.g. SHL occupational personality questionnaire OPQ32) to assess their Core Competencies (pass score is 26 out of 100 points and above). In addition, selected Core Competencies may be assessed throughout the process.

The next steps of selection will also include a preliminary assessment and might include cognitive (e.g. deductive reasoning) assessments.

All assessments will be conducted remotely (i.e. Webex/Teams, remote test, etc.) and will be based on the assessment criteria listed in this vacancy notice.

Furthermore, motivation and overall fit for the job and knowledge of EU relevant to role may be assessed.

Reserve list and/or job offers

The aim of this selection procedure is to create a reserve list of qualified and suitable candidates. Each candidate having reached the final step of the selection procedure will be notified via e-mail whether she/he has been placed on the reserve list, and relevant Talent Pool.

Candidates should note that the placement on a reserve list and/or Talent Pool does not guarantee an employment offer.

We strongly encourage that candidates do not apply for the vacancies that are at the same grade and the same subfamily as the Talent Pool they have been placed on, as this will not improve their chances of being considered for a vacant post within the Agency.

When a vacancy becomes available, candidates on the reserve list may be contacted for an additional interview.

More information about selection and recruitment (including administrative complaint procedure) at the EMA is available at our careers website

Conditions of employment

In principle, the Agency offers a five-year renewable contract. Contracts of a shorter duration may be offered to the candidates.

The successful candidate will be required to relocate to the Netherlands to take up duties.

[1] The local weighting adjusts salaries to the cost of living in the Netherlands compared to Brussels. The current weighting for the EMA's location in Amsterdam, the Netherlands , is 113.2. Please consult the Eurostat and Commission websites for more information on weightings.

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Domenico Scarlattilaan 6 - 1083 HS Amsterdam - The Netherlands

Telephone +31 (0)88 781 6000 - Email recruitment@ema.europa.eu

© European Medicines Agency, 2025. Reproduction is authorised provided the source is acknowledged.