JOB DESCRIPTION  

BACKGROUND  

United Bible Societies is a global Fellowship committed to making the Bible available to everyone. United Bible Societies Association (UBSA) is the service organisation that supports this Fellowship of independent Bible Societies in 158 countries.  

Good people management and development is crucial to the success of organisations, economies and society.  The mandate of the People & Culture team is to enable this success both within the Global Mission Team in the delivery of UBSA’s strategic plan and mandate to the fellowship and member bible societies. 

JOB SUMMARY  

The Global People & Culture Administrator plays a pivotal role in ensuring that the People & Culture (P&C) function operates efficiently and effectively across all time zones.  

We are looking for a highly organised and proactive Administrator who enjoys working with data and processes and is motivated by supporting colleagues, to provide essential administrative support while also driving HR processes and systems. The Administrator will manage People records and our HRIS system, oversee contract renewals, letters, and employee documentation, act as a helpdesk for employees, and ensure day-to-day HR operations run smoothly across the organisation. 

The role is also a unique opportunity to take ownership of HR operation processes and systems, deliver operational and service excellence through becoming an HRIS and systems expert, optimize workflows, design reports and dashboards, and provide insights that guide key decisions. The Administrator will work closely with P&C Partners, Coordinators, and specialists across all generalist People matters, and collaborate with colleagues across teams, including Finance and ICT, to ensure People data, systems, and documentation are accurate, compliant, and optimised. 

The ideal candidate is already on a defined HR career path – fully or partially trained – and is eager to grow within a global People & Culture function. This role offers hands-on experience in international People Management, exposure to strategic and operational initiatives, and the chance to shape our team members experience worldwide while building a strong foundation for a long-term career in People & Culture. 

APPOINTED BY: Director of People 

ROLES AND RESPONSIBILITIES Support People Team with: 

1. HR Administration: 
   • Provide first-line HR administrative support to employees, managers to employee inquiries and provide response and resolution to cases and enquiries, escalating as necessary. 
   • Ensure HR records and administrative processes are maintained in line with established policies and applicable compliance requirements.
   • Update employee changes on the HRIS, ensuring all records are up to date and correct.  
   • Manage HR records, manually (e-file) and on HRIS; monitoring its use and the records held thereon and ensure the integrity and security of the data including audit readiness and document retention compliance. 

2. HRIS, People Analytics, Reporting and Documentation: 

• Work with People & Culture Director and Partners on designing dashboards and reports and take the lead on development and compilation of required analytics.

Maintain and update employee records (e-files and HRIS), including personal information and employment changes.

• Generate recruitment reports from the HR system to support operational analysis and decision making.
• Ensure team projects and tasks are kept up to date, actioning any specific tasks on all platforms. 
• Provide HRIS user support. Act as primary HRIS support contact for employees and managers.
• Develop user guidance and training materials to support effective use of HR systems and processes (i.e., how to record and monitor) 

3. Processes Documentation and Improvement:

• Document and maintain standard operating procedures for People processes, (e.g., onboarding, exit process, benefits administration), identifying opportunities to improve administrative efficiency, workflow consistency and employee experience

4. Total Rewards, Payroll and Benefits Assistance:

• Create monthly payroll memos and collaborate with the Finance team and UBSA partners to support the monthly payrolls for hosted team members 
• Take ownership for updating global benefits tracker to support total rewards analysis 
• Provide administrative and reporting support for annual pay review processes with proactive and accurate data compilation and analysis, employee salary letters drafting and other steps associated with the annual pay changes implementation 

5. Employee Support:

• Serving as the first point of contact for general employee queries regarding People policies, procedures, and benefits, escalating complex issues to the line manager staff when necessary. 

6. Engagement and Events:

• Provide administrative support to People Team engagement activities as required. 

7. Collaboration and Relationship Building: 

• Collaborate closely with the People team, Finance, ICT teams and line managers to ensure effective delivery of HR operations.
• Stay informed about industry trends and best practices in HR administration. 

Essential Skills and Experience 

• Demonstrable administrative skills, highly organised and the ability to multitask and prioritise. 
• Attention to detail, methodical and able to follow procedure and process. 
• Previous HR generalist administrative support experience, including recruitment, onboarding, compensation and benefits and performance management coordination experience among other HR services. 
• Confidential and able to handle sensitive information with high emotional intelligence. 
• IT literate – working knowledge of the full Microsoft package. Digitally competent, with high levels of skills in HRIS, social media, Google tools.  
• Excellent verbal and written communication skills (in English) – must have criteria.  
• Ability to work flexibly (virtually and across time zones). 
• Experience of operating in a multi-cultural environment with sensitivity to different world views and diverse contexts. 
• Self-motivated, with enough personal confidence to be open to continuous learning and development. 
• Personal resilience, able to manage one’s own emotions and behaviours, particularly through times of change. 
• Committed to the mission and aims of the United Bible Societies and comfortable working in a Christian organisation with sensitivity to the breadth of church support that UBS enjoys. 
• HR professional qualification/degree or already working toward it – must have criteria. 

Desirable Skills and Experience 

• Experience of working with global networked teams, and a track record in using all available communication tools in the context of a dispersed staff team. 
• Experience of using the Google suite of applications, LinkedIn and other social media channels. 
• Willingness to travel occasionally – nationally and overseas.