Personal Assistant and Committee Secretary at Independent Regulatory Board for Auditors (IRBA)

JOB PURPOSE
This position, which reports to the Director: Legal requires strong administrative and secretarial experience. The main responsibilities include:

• Providing high-level administrative support to the Director: Legal and the Legal Department, including diary management, stakeholder interactions, and procurement.
• Acting as Secretary to the Disciplinary Committee, handling meeting scheduling, agenda preparation, minute-taking, invoice processing, logistical arrangements, and document management.
• Ensuring efficient and accurate management of physical and electronic information, as well as maintaining the database for Disciplinary files.
• Supporting ad-hoc tasks as required while maintaining professionalism and high levels of accuracy in a fast-paced environment.

KEY PERFORMANCE AREAS
Administrative assistance to Director: Legal

• Diary management: scheduling internal and external meetings, compiling meeting packs, booking meeting venues, arranging for refreshments, and where necessary, travel logistics.
• Stakeholder interactions: Corresponding with external and internal stakeholders as directed.
• Annual audit support: retrieve and collate documents requested by the Auditor General, prepare requests for information and draft responses to any audit queries for the Director: Legal.
• Budget formulation and adherence support: provide input into the departmental annual budget, compile accurate cost schedules for every hearing and timeous processing of invoices.
• Internal documents, reporting and projects: provide input into internal process documents and policies. Review documents submitted to Director Legal and manage various team submissions, reporting deadlines and projects. 

Administrative assistance to Lega Department

• Attend to general departmental administration for the legal department including filing, archiving, processing of invoices, and management of departmental annual subscriptions.
• Procurement of departmental purchases, which includes the preparation of relevant requisitions, confirmation budget availability and engaging with Supply Chain Management and ensuring compliance in every procurement.
• Management of department physical and electronic information.
• Ensure compliance with organizational requirements such as leave requests and claim forms.

Secretary to the Disciplinary Committees

• Maintaining a register of disciplinary matters.
• Facilitating the appointment of committee members.
• Assisting with the onboarding of new Committee members.
• Assist with compiling the annual hearing plan and obtaining committee members’ availability for planned hearings.
• Preparing and issuing notices of set down.
• Preparation of meeting documents.
• Receiving, reviewing and transmitting hearing evidence bundles and well as communication and processes exchanged between the Committee and the Parties.
• Processing committee claims.
• Facilitating the committee’s annual performance assessments and declaration process.
• Compiling, printing and archiving minute books for every hearing.
• Filing of committee or hearing relevant documentation.
• Providing administrative and logistical support to the committee.

KNOWLEDGE, EXPERIENCE AND ATTRIBUTES
Qualifications and Previous work experience

• Grade 12 and/or appropriate Office Administration Diploma, Secretarial Diploma or any other relevant training as a Legal, Executive or Committee Secretary.
• A minimum of 5 years’ experience as an Executive Secretary/Legal Secretary /Committee
• Secretary or in similar administrative role.
• Must be proficient in MS Office.
• Committee secretary experience would be advantageous.

Attributes
The following attributes are required of the incumbent:

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