Head of Operations (f/m/x)

We are looking for an experienced Head of Operations to lead and structure the Foundation's operational functions. The role is organised around three complementary pillars: finance, controlling and funding; HR administration and internal processes; general administration and compliance. 

Company Description

Fondation Jeunes Scientifiques Luxembourg (FJSL) supports young people in discovering and engaging with science, providing them with the tools and opportunities to develop their own projects, critical thinking and independence. Through its programmes - including the National Jank Fuerscher Contest, Science:next, the Pepiniere, the Maison des Jeunes Scientifiques, Mobisciences/Erasmus+ and the Luxembourg International Science Expo - it promotes hands-on learning, interaction with experts and international exposure. FJSL also takes part in around 35 international activities each year, giving young people opportunities to present their work, connect with their peers and become part of a truly international scientific community. 

FJSL works with schools, public institutions, the research community, foundations, companies and a broad network of international partners. Its annual budget now exceeds €1.8 million, supported by multiple public, European and private funding agreements, reflecting the continued development and growing scale of its activities. 

Role Description

The Head of Operations ensures the reliability of the Foundation's operational framework. They organise, oversee and improve the systems that enable programmes and management to operate effectively. The role has significant autonomy within its operational remit; strategic, institutional, governance and management decisions remain with the Director and the relevant managers. With the CORE MISSION being to ensure reliable, forward-looking and well-structured operations, while providing management with clear information to support decisions, prioritisation and organisational oversight. 

Key responsibilities:



1.Finance, controlling & funding 

• Maintain a consolidated and up-to-date view of the Foundation's financial position: income, expenditure, commitments, receivables, programme costs and cash flow.
• Produce the dashboards, variance analyses, budgets and forecasts required for effective management, and coordinate the accounting firm, auditors, banks and other financial stakeholders.
• Lead the administrative and financial cycle of funding agreements and applications: budgets, supporting documentation, expenditure eligibility, deadlines, monitoring and reporting.
• Lead the effective use of management and reporting tools, including Odoo, ensuring data quality and coordinating technical support where required.
• Prepare the financial and operational information required for funding discussions. The
• Director retains strategic ownership of funder relationships, partnerships, negotiations and funding direction.

2.HR administration & internal processes

• Oversee HR administration: contracts and amendments, CCSS, leave, absences, working time, personnel files and onboarding/offboarding, in compliance with Luxembourg law and the
• CCT SAS.
• Coordinate the administrative aspects of recruitment and performance review cycles with the Director. Recruitment, management and performance decisions remain with the Director and the relevant managers.
• Structure and improve internal procedures and workflows to ensure clear responsibilities, reliable documentation and effective collaboration with Programme Leaders and support functions.
• Coordinate the support functions within the role's remit and ensure that tools and processes remain simple, efficient and appropriate to the Foundation's growth.

3.General administration & compliance

• Organise and monitor the Foundation's legal and administrative obligations (RCS, RBE, AML/KYC and other regulatory filings) through a reliable compliance calendar.
• Maintain the administrative follow-up of legal, banking and regulatory documentation in accordance with decisions and approvals by the Director and, where applicable, the Board.
• Ensure secure, traceable and compliant payment processes, including international payments.
• Coordinate operational exchanges with public administrations, legal advisers and other external stakeholders, and escalate material risks or decisions to the Director.

Profile

ESSENTIALS 

• Master's degree or higher in finance, accounting, management, administration or a relevant field.
• At least 5 years of experience in a financial, operational or administrative role with significant responsibility.
• Strong command of budgeting, financial control and accounting principles.
• Good knowledge of Luxembourg's administrative and HR environment, with the ability to secure an organisation's regulatory obligations.
• Experience with an ERP or integrated management system; Odoo experience is an asset.
• Fluent French and English.

WHAT WILL MAKE THE DIFFERENCE 

• You know how to prioritise, anticipate and distinguish between matters within your autonomy and those requiring management decisions.
• You are comfortable with numbers while maintaining a broad understanding of how an organisation operates.
• You can coordinate internal and external stakeholders and turn complexity into clear processes.
• You communicate concisely and, where possible, accompany identified issues with analysis and a recommendation.
• Experience in a foundation, NGO, multi-funder environment or with public funding agreements is an asset.

What we offer

• A full-time permanent position within a Foundation committed to science education and international cooperation.
• A senior, transversal role with genuine autonomy in operational leadership.
• Direct collaboration with the Director and close coordination with Programme Leaders and support functions.
• Compensation aligned with the CCT SAS, according to experience and qualifications.
• A growing environment in which you can sustainably shape tools, procedures and ways of working.

APPLICATIONS MUST INCLUDE 

• a CV;
• a cover letter;
• copies of diplomas;
• letters of recommendation.