Legal 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, is
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 an experienced, proactive, reliable Legal Secretary who is
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 Legal Studies and or 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.
How to Apply
Interested applicants
should send their detailed CV and Cover Letter quoting the job title (LEGAL
SECRETARY) as subject to reach us not later than 11th August 2022 to careers@italgloballtd.com. Only the shortlisted
candidates will be contacted. Interviews will be conducted on a
rolling basis.