Legal Admin Secretary Vacancy! (Nairobi)
Ital GLOBAL - We are a
comprehensive Human Capital and Quality Management Consultancy firm dedicated
to helping organizations just like yours with their HR and Quality Management
requirements. We believe in creating productive and fruitful relationships with
our clients by adding value to your business to ensure that you get the very
best return on your Human Capital spend. Our Human Capital solutions, advice
and guidance are uniquely designed and shaped around your exact requirements
and objectives. They will fit with your culture and the business challenges
that you currently face
The Legal Secretary will
provide efficient and exceptional secretarial services for the firm, will be
responsible for the switchboard from the front desk as well as assisting in the
duties expected.
About the Client:
A leading law firm in Kenya is
seeking to hire an experienced, proactive, reliable Legal Secretary who will be
tasked with increasing efficiency in secretarial duties and office procedures.
It has garnered experience in various sectors in Kenya.
Duties & Responsibilities:
Carry out secretarial work where assigned.
Handle incoming and outgoing calls and deliveries,
redirecting and routing inquiries, information, correspondence as appropriate.
Make telephone calls upon request.
Control telephone usage by staff ensuring no
unauthorized calls are made and recording all calls made.
Delivery, receipt and distribution of mail from
courier services.
Receive, attend at front desk and direct visitors to
various meeting rooms and arrange all the necessary requirements for
meetings/trainings e.g. training materials, soft drinks etc. as appropriate.
Ensure requisition and distribution of office/staff
supplies.
Ensure all telephone faults and faulty equipment are
reported on time and making appropriate follow up and providing feedback to HR
& Admin Manager.
Check out repairs in the office and ensure that
appropriate repairs and preventive maintenance are carried out and ensuring
operation of equipment.
Ensure office electricity bill is paid in time and
liaise with the cashier and any other office bills.
File all statements and personal letters for the
directors.
Ensure the cabinets in the director’s office are
properly arranged always.
Supervise and check general cleanliness of the
entire offices.
Type all the secretarial work issued out by the
advocates.
Retrieve all the court files and ensure they are up
to date.
Receiving hearing notice and checking with the diary
on the suitability of dates.
Maintaining the office diary at the reception which
is properly updated with the court dates in the office.
Diarize all meetings for both directors and hearing
dates for the law firm.
Maintain a systematic building up system for the law
firm works.
Retrieve the case files two weeks before the hearing
for preparations.
Calling the witness before the hearing dates as
directed by the advocate.
Updating the client on the progress of the matters
with the supervision of the advocate.
Following up on medical reports for the clients.
Following up on delegated assignments.
Prepare tender documents for the law firm and follow
through.
To perform any other duties that maybe assigned by
the management from time to time.
Qualifications & Requirements
Diploma in Business related field
Minimum 5 years’ experience as a legal secretary or
paralegal
KNEC Secretarial Certification
Proficiency with MS Office & typing speed of at
least 50 wpm with a high rate of accuracy.
Familiarity with legal documents, legal terminology
and government regulations.
Competencies & Skills
Able to effectively prioritize, multitask
effectively and meet deadlines
Courteous and professional demeanor with strong
sense of discretion
Able to work as a team with attorneys and staff
Excellent and outstanding written, oral
communication skills, and interpersonal abilities
Must uphold confidentiality and be proactive.
Committed to professional values and work ethics
with a high sense of integrity and honesty.
Excellent organizational, great management and
multi-tasking skills
Team player
Possess ultimate customer service skills
Ability to work under pressure
Maintain a high profile in the day to day
operations.
Interested applicants should
send their detailed CV and Cover Letter quoting the job title (LEGAL ADMIN SECRETARY) as
subject to reach us not later than 10th
November 2023 to careers@italgloballtd.com.
Only the shortlisted candidates will be contacted. Interviews will be conducted on a rolling
basis.