Job Description

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.

Method of Application

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