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Career profile: Veronica Caraffini, Project Adviser, European Research Council Executive Agency
The Blue Book Traineeship offers an excellent opportunity to gain work experience in the European Commission’s operations and pave the way for a potential career at one of their Directorate-Generals or Agencies. Today, we interview a life scientist who, in her thirties and after completing a postdoc, successfully got accepted into this highly competitive programme. Although reluctant at the beginning, this five-month traineeship proved to be a worthwhile investment as she now thrives as Project Adviser at the European Research Council Executive Agency (ERCEA). Join us to learn more about this programme and how to start a career in science administration that support research and researchers.
Links to further resources can be found at the end of the article.
After an academic postdoc, you were accepted into the Blue Book Traineeship. What motivated you to apply for this programme?
After completing my PhD in molecular medicine, I embarked on a postdoctoral position with the intention of becoming a Principal Investigator. However, I have to admit I was not entirely certain about this career path, and that my decision was partly motivated by a lack of knowledge about other career options. During the PhD, I struggled to envision other pathways, so I felt a bit constrained to follow the traditional academic career progression of PhD, postdoc, and PI. As I approached a critical point in my postdoctoral position, I realized that I needed to make a more informed decision about my future.
The idea of continue investigating one single research topic was not appealing to me, and I was more interested towards opportunities that would allow me to use my scientific background in a broader context, in particular, in a role that supports research and researchers. Being aware of the Blue Book Traineeship program, I decided to reach out to a former PhD colleague who had recently been accepted into it. As I learned more about it, I became increasingly interested in the range of opportunities it could offer, and I ultimately decided to apply.
How did it feel to apply for a traineeship position after doing a postdoc?
Age-wise I did not feel like a trainee and I have to admit that at the beginning I was reluctant to pursue a traineeship position in my thirties. I was feeling overqualified in a sense, and this sentiment was echoed by some of my academic peers. However, I eventually decided that if the traineeship was a step towards a future career better aligned with my interests, why not do it? Once I joined the programme, I was pleasantly surprised that a significant number of trainees were my age or even older.
The Blue Book Traineeship is a very competitive programme, with an acceptance rate of approximately 6%. Did you manage to get selected the first time you applied?
No, I actually had to apply a couple of times before receiving an offer. The first time I applied, I did not make the cut, and the second time, although I received a call, my profile did not align with the specific project requirements and someone else was chosen. It is important not to give up. If you are rejected, it does not necessarily reflect your competitiveness. The selection process heavily relies on the available projects and the specific profiles they seek in a given year. Your expertise needs to match the role they are seeking to fill. In any case, if you receive an offer to join an office that was not initially among your top priorities, I think it is still worth considering.
You got accepted into the ERCEA which is a fantastic fit for someone with PhD or postdoc experience. Can you summarise the application process and how candidates are matched with the different offices at the European Commission?
The Blue Book Traineeship has two calls per year. There are two sessions of the traineeship, each lasting five months, with the first cohort of trainees starting from March to July, and the second from October to February. The application process typically opens well in advance, in January for the October cohort and in July for the March cohort. To apply, you must have at least a bachelor’s degree. When I applied, I had to fill out an online form asking to list my education, work experience, and so on, and then write a motivation statement. If your application is evaluated successfully, you will be then included in the Virtual Blue Book.
Importantly, the application process for the program might slightly change from year to year, but comprehensive information is provided in a dedicated FAQ section. When I applied for the program back in 2020, the application required selecting three different Directorate-Generals/Agencies when creating your profile. However, the application process has since evolved, and applicants are now only requested to pick their three preferences once they have been included in the Virtual Blue Book. After this, you can see all positions available, and you can also see a short description of the projects offered. I think this improvement is particularly beneficial as it eliminates the ambiguity that existed earlier when applicants only learned about their project right before receiving an offer over a phone call.
The selection process takes place in two rounds. In the first round, recruiters at the European Commission (EC) select candidates who have chosen them as one of their three preferences. If you are not selected here, you still have a chance to be selected by anyone who did not identify suitable candidates for their projects. In this second round, candidates who were not selected in the first round become available to be picked by anyone. In my case, I was only contacted by the offices I had selected as my preference. My advice would be to pick your top preferences carefully and be able to clearly articulate why, especially for your top choice.
What can you say about reaching out to your preferred options to lobby for your application?
I have come across different advice on this matter. While I did not personally engage in lobbying for my profile, a few of my colleagues did and claimed that it had a positive impact. I must admit that it could be a useful strategy, but it is certainly not a prerequisite for acceptance. Instead, I would suggest investing time in understanding which Directorate-General or Agency your profile fits the best, and crafting a compelling motivation statement that can help you to stand out from other candidates.
What can you tell us about the structure of the programme?
My traineeship took place in 2021 during the COVID-19 pandemic, which made it a somewhat unique experience. Typically, trainees spend most of their time at their placements working on their projects. However, there are also common induction sessions about the EC’s work, and events designed to promote interaction among trainees and other professionals at the Commission. These activities often lead to the formation of groups that socialize after working hours according to different interests.
What type of project did you work on during your time at ERCEA?
I must say I was very happy with my project. My primary focus was to support a team at ERCEA in creating fact sheets that would showcase the research funded by the ERC during Horizon 2020. As the ERC funding programme follows a bottom-up approach – it does not specifically target particular research areas – the goal was getting an overview of the type of research that was funded, and also identifying those contributing to three key policy areas of the European Union (EU).
When I joined the team, this was a work in progress, but there were still critical tasks to accomplish, such as gathering statistics, conducting analyses, and developing policy fact sheets portraying the contribution of ERC-funded projects to key policy areas of the EU. The project required extensive collaboration with various stakeholders, including the ERC Scientific Council, the governing body of the ERC. I also worked closely with teams from different research fields within the Agency, not solely focusing on Life Sciences, and also with our communications colleagues to coordinate graphic design, drafting, and proofreading for the fact sheets. For those interested, this was the result of my traineeship and subsequent interim contract at ERCEA.
Luckily for me, my supervisor encouraged me to explore additional responsibilities of similar nature to those of a Scientific Officer at ERCEA. As a result, I also got involved in the evaluation panels for ERC grants and the follow-up process associated with the funded proposals.
After your traineeship, you continued working at ERCEA with an Interim agent contract. What type of contract is that one?
Typically, these are short-term contracts and serve to fill in, for example, during maternity leaves or provide temporary staffing for specific projects. With an interim contract, individuals are employed by an external agency to work at the EC for a maximum period of 6 months. However, to be eligible for contract renewal, a mandatory one-month break is required. This arrangement is not ideal if you want to continue working at the EC in the long term, but it gives you extra time to network, familiarise yourself with the various entry routes and more importantly with the CAST test.
Can you briefly explain what this CAST test is about?
This test is a prerequisite for becoming a Contract Agent, a certain type of permanent or longer contract at the EC. For example, this is the case for my current Project Adviser position at the ERCEA in function group (FG) IV, which is permanent and at the highest FG you can aim for this type of contract. As you can imagine, this is just one type of contract, and understanding the different types of contracts, levels, positions and application procedures can be difficult for outsiders.
The CAST test comprises three individual tests: verbal (20 questions, 35 minutes), numerical (10 questions, 20 minutes), and abstract reasoning (10 questions, 10 minutes). While the test itself is not particularly difficult if you prepare in advance, managing the limited time provided can be challenging. The good news is that once you pass the test, the results remain valid for 10 years. If you apply for different positions in the future, but in the same or lower function group, you do not have to repeat the test. The CAST exam also includes a competency test, which is different for each CAST profile. Since this year, this part of the test is organised by the recruiting services of the EU institutions.
You have to be invited to do the CAST exam. Were you aware of this before joining the Blue Book Traineeship?
No, I was not, and indeed the job application process for positions like the one I have is not easy to understand. That is because being accepted into this traineeship gives you a unique opportunity to acquire insider knowledge and enhance your understanding of the various entry routes.
For Contract Agent positions, you first go and register for one of the “CAST Permanent”. Permanent means that the process is open-ended, with no deadline to submit applications. There are different ones, and you can apply for the one that best fits your profile. In my case, I applied for Project/Programme management. When registering for the CAST Permanent, you create your profile on the EPSO website, including information about your CV and your motivation statement. This will allow you to have a CAST number, that you can include in your applications to job openings that require the CAST exam, and recruiters will be able to screen your application materials. You can modify your profile as many times as you want after creating it and you have to renew your interest in the CAST at least every six months to make sure that your profile is available to recruiters. You can be called to sit the CAST exam simply by creating this profile, if the recruiters find your profile interesting, or you can be called after applying for a specific open position. It is important to use keywords when filling in the application, so recruiters can find you more easily. Once you pass the exam, you can apply to different Contract Agent positions and let the recruiters know that you have the CAST. This means that you can be invited for interviews without having to wait for the results of the exam.
So the key point is to be invited to take the test as soon as possible, right?
Yes, and very importantly, if you receive a notification to take the test, you will be required to complete it within approximately one or two weeks. Thus, you have to prepare it well in advance.
If you have been selected for the Blue Book Traineeship and you are interested in building a career at the EC, make sure to check job openings that you would be interested in and apply. It is also beneficial to apply for positions where you may not be the strongest candidate but can give you the opportunity to be invited to take the exam. Even if you do not get the position, having already passed the exam can speed up the application process for future opportunities. Of course, you do not have to be in the Blue Book Traineeship to create a profile for Contract Agent positions. Everyone can create a profile, but it is possible that you stay in the database for years until you are invited to take the text. If you are a trainee, an interim, or an outsider, my advice would be to reach out via email to the Directorate-General or Agency where you want to work and express your interest and, if there are positions available, you might be invited to apply for them and then to the exam.
How did you prepare for the CAST test?
In my case, as soon as I learnt about the process, I uploaded my profile to the EPSO website and with the CAST number I got, I started to contact the offices that I wanted to join to show interest. I also applied for open positions that I could find on the EPSO website. The ERC website has also a section where open vacancies are listed. The exam is not very difficult but you have to train for it as you have little time to answer each question. For studying, I used a lot the website EU Training to practice for the test and also watched videos for getting familiar with the different types of questions.
Is there anything else you would like to share as we wrap up the interview?
When you are in academia and you do not know the career options available to you, it is easy to feel confined to the traditional path of doing a postdoc after obtaining the PhD. If you feel like you are not super ok in academia, it is better to stop and explore other options. The careers service at the University of Cambridge is very good and I was fortunate to receive a lot of help to understand my options during my postdoc. One of the most valuable insights I gained was from reflecting on the tasks that I really enjoy.
When I got accepted into the traineeship, I did not know what to expect, and I was surprised about how nice everyone was. I cannot emphasize enough how welcome I felt. Everyone was ready to help and listen to my input even if I was the last one to arrive. ERCEA is a very nice work environment. The work I do now is very different from what I was doing before in the lab, but I can still use the skills I have learned in my academic career. What I enjoy most is getting to hear about research ideas during the evaluation meetings and following the progress of the projects granted. I also like working in panels that align well with my scientific background, while I still get to hear about very interesting research in fields that are different from what I worked on. Being a very curious person, I feel that this job fits well my interests and, at the same time, it allows a very good work-life balance.
Veronica can be contacted on LinkedIn.
This post represents Veronica Caraffini’s personal views and does not constitute an official statement by ERCEA.
