Job Title: Legal Secretary/ Receptionist
Location: Nairobi
Job Description
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 faceThe legal Secretary/ Receptionist will provide efficient and
exceptional receptionist services for the company, is responsible for the
switchboard from the front desk as well as assisting in the duties of the
company’s other ventures.
A leading and established law firm in Nairobi is seeking an
experienced, proactive, reliable Legal Secretary/ Receptionist who is tasked
with increasing efficiency in secretarial duties and office procedures. The
firm is located in a convenient location and also engages in other business
sectors within the premises.
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
- Diploma in Legal Studies and or related field
certificates
- 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.
How to apply
Interested applicants should send their detailed CV and Cover
Letter quoting the job title (LEGAL SECRETARY/RECEPTIONIST) as subject
to reach us not later than 16th June 2021 to careers@italgloballtd.com stating
the current pay and expected salary. Only the shortlisted candidates will be
contacted. Interviews will be conducted on a rolling basis.