ADMINISTRATIVE & SYSTEMS MANAGER

About the job

A privileged partner of families, our mission is to meet the societal demand for out-of-family day care, with the aim of preparing tomorrow's adults for citizenship.

With its 20 care facilities in preschool and extracurricular care, the Foundation for Childhood and Youth is a dynamic, growing employer that encourages continuous training, among other things, and guarantees a professional and caring working environment.

To strengthen the Administration & Finance department, we are looking for a:

ADMINISTRATIVE & SYSTEMS MANAGER

Activity rate 100%

Workplace FEJ Administration, Chemin du Montillier 3, 1009 Pully

Start date 1st December 2026 or to be agreed

Key responsibilities

Manage, alongside the Director of Administration & Finance, the service administration, the secretarial unit and the Foundation's information systems.

Secretarial unit management

• Supervise physical and telephone reception, incoming mail processing and correspondence
• Decide on the coordination of the FEJ's general agenda and committees
• Ensure continuity and quality of the administrative service under all circumstances; supervise and evaluate the secretarial unit

Administration

Manage the service's routine internal administration (documentation, archiving, correspondence); support institutions in their routine administrative responsibilities

Systems, processes and IT management

Propose and prepare system tools, IT equipment and service provider contracts, then oversee their implementation; map administrative processes within the scope, propose a documented reference framework and ensure its continuity; train staff on software and digital tools introduced by the administration; provide first-level IT support and coordinate second-level providers; manage access rights and the IT directory structure of the administration and care facilities

Compliance & control

Implement and monitor the data protection policy (DPA); participate in the internal control system (ICS) for the administrative scope, ensuring follow-up and reporting

Agreements, tenders and audits

Draft and monitor agreements with partners and service providers, as well as mandates entrusted to third parties; prepare and follow up on the service's tender procedures; independently conduct periodic administrative audits of care facilities

Annual report, donors and financial aid

Be the main lead for the annual report: coordinate and write the administrative sections; prepare and follow up on financial support applications with donors

Key skills

Ability to model, document and manage administrative processes; familiarity with the IT sector and regarded as a "Super User"; managerial leadership, ability to unite a team; excellent organisation, rigour and autonomy in managing one’s scope; service orientation and interpersonal ease, comfortable with field teams as well as management; project management; strong interest in and practice of artificial intelligence tools applied to administration; advanced proficiency in Microsoft 365 suite and process management tools (Optimiso, WEDO or equivalents)

Desired education & experience

Higher education such as HES, Bachelor, Master in business management, management or equivalent; proven experience of at least 5 years in a similar role, including team management experience; experience in IT asset management, IT coordination or process optimisation

We offer you

The opportunity to grow within a committed and collaborative organisation serving childhood; a working environment rich in stimulating and varied challenges, within a company with human values and a dynamic team; a corporate culture based on trust, respect and fairness; the possibility to train; 5 weeks’ holiday (6 weeks from age 50) plus Christmas bridge day offered; a workplace close to public transport