Administration Officer: Investigations at Independent Regulatory Board for Auditors (IRBA)

JOB PURPOSE

• This role is central to the smooth functioning of the Investigations Department, providing administrative support that ensures operational efficiency, accuracy, and professionalism. Reporting to the Senior Professional Manager: Investigations, the Administration Officer plays a key role in managing case documentation, coordinating committee follow-up processes, and ongoing communication with stakeholders. The main responsibilities include:
• Providing comprehensive administrative support to the Investigations Department, including electronic maintenance of matter files and administrative processes post committee meetings.
• Ensuring the completeness of documentation across electronic platforms, including the systematic closure and archiving of finalised investigation matters in line with departmental protocols.
• Managing debtors billing and collection and providing status updates to respondents and complainants.
• Providing administrative support on ad-hoc tasks as required while maintaining professionalism and high levels of accuracy in a fast-paced environment.

KEY PERFORMANCE AREAS
Administrative Support to Investigations Department

• Maintaining and updating electronic case files, ensuring all documentation is accurately recorded, organised, and easily accessible.
• Finalising and archiving completed investigation matters in accordance with departmental procedures, ensuring proper documentation and secure storage.
• Communicating timely and professional updates to respondents and complainants regarding the progress and outcomes of investigation matters.
• Organising and filing all incoming and outgoing correspondence related to investigation matters, maintaining a clear and traceable record system.

Administrative Processes for Committee Meetings

• Preparing and verifying matter files in advance of committee meetings, ensuring all required documentation is complete, accurate, and accessible.
• Compiling and organising agenda pack documentation for committee meetings, ensuring all relevant documents are included and properly formatted.
• Attendance of committee meetings to accurately record recommendations and decisions.
• Preparation and distribution of correspondence pertaining to recommendations and decisions after committee meetings.
• Follow-up on proposed admission of guilt responses and pleas from respondents.
• Collation of matter files to be submitted to the Legal Department.
• Preparation and distribution of imposition of sentence, debtors billing, follow-up of outstanding debtors, handover of non-paying debtors, and tracking/follow-up of committee decisions (e.g., non-monetary sanctions).

Collation of Information for Auditors

• Collation of information for internal and external auditors.
• Handover of information and ensuring that information is received back.

Ad-hoc Assignments

• Supporting various tasks as required.

KNOWLEDGE, EXPERIENCE AND ATTRIBUTES
Qualifications and Previous work experience

• Bachelor of Business Administration (BBdegree.
• Five years post-qualification working experience in senior business administration role.
• Proficiency in MS Office.
• Working experience in a legal and/or accounting environment would beadvantageous.

Attributes
The following attributes are required of the incumbent:

• Unquestionable integrity and objectivity.
• Excellent attention to detail.
• Excellent verbal and written communication in English.
• Excellent interpersonal skills.
• Emotionally mature.
• Professional attitude.
• Ability to work independently in a fast-paced environment.
• Deadline-driven with high levels of accuracy