Jobs 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.

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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

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JOB PURPOSE

• This position, which reports to the Director Investigations requires strong administrative and secretarial experience. The main responsibilities include:
• Providing high-level administrative support to the Director: Investigations and the Investigations Department, including diary management, stakeholder interactions, and procurement of department purchases.
• Acting as Secretary to the Investigations and Enforcement Committees, handling meeting  scheduling, agenda preparation, minute-taking, and document management.
• Ensuring efficient and accurate management of physical and electronic information, as well as maintaining the database of open investigations and receipt of initial investigation responses.
• 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: Investigations

• Diary management.
• Stakeholder interactions.
• Procurement of department purchases.
• Ad-hoc assistance.

Administrative assistance to Investigations Department

• Follow-up on initial responses from Respondents and Complainants.
• Filing of correspondence.
• Maintain database of open investigations.
• Management of department physical and electronic information.

Secretary to the Investigations and Enforcement Committees

• Scheduling of meetings and related arrangements.
• Preparation of agenda packs for meetings.
• Preparation of minutes of meetings.
• Filing of meeting documents.

KNOWLEDGE, EXPERIENCE AND ATTRIBUTES
Qualifications and Previous work experience

• Bachelor of Business Administration (BBdegree.
• Personal Assistant experience at executive level for a minimum period of 5 years.
• Excellent proficiency in MS Office.
• Working experience as a Committee Secretary 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.