Job Detail

Job Description

Our client, a reputable law firm in Nairobi, is seeking to recruit a Legal Clerk to provide efficient administrative, document management and procedural support to the firm's legal team.

The successful candidate will assist Advocates and other legal professionals with court filings, registry follow-ups, document collection and delivery, file management, searches and other day-to-day legal administrative tasks.

The role requires an organised, reliable and detail-oriented individual who is comfortable working with courts, government offices, registries and other external stakeholders.

Key Responsibilities

1. Court & Registry Support

• File pleadings, applications, notices and other legal documents at courts and relevant registries.
• Follow up on filed documents and obtain court-stamped copies, receipts and other relevant records.
• Conduct court and registry follow-ups on behalf of the firm's Advocates.
• Obtain certified copies of judgments, orders, proceedings and other court documents.
• Monitor court filing requirements and assist in ensuring documents are submitted within required timelines.
• Assist with filing and follow-up at the Lands Registry, Companies Registry and other relevant government offices.
• Undertake searches and obtain official documents from relevant registries as instructed.

2. Document Handling & Filing

• Receive, organise, scan, photocopy and securely file legal documents.
• Maintain accurate physical and electronic client files.
• Ensure documents are correctly labelled, indexed and filed.
• Retrieve files and documents as requested by Advocates and other authorised staff.
• Assist with preparing court bundles and other document packages.
• Maintain proper records of documents submitted, received and pending.

3. Service & Delivery of Documents

• Assist with service and delivery of court documents, correspondence and other legal documents as instructed.
• Coordinate with process servers where required.
• Obtain and maintain proof of service and other delivery records.
• Follow up on documents sent to clients, government offices and other stakeholders.

4. Conveyancing & Property Support

• Assist the Conveyancing Department with searches and registry follow-ups.
• Collect and submit property-related documents as instructed.
• Assist with obtaining land searches, official documents and other relevant records.
• Follow up on stamping, registration and other routine conveyancing processes.
• Maintain accurate records of documents submitted and received in property transactions.
• Liaise with relevant registries and government offices on routine procedural matters.

5. Administrative Support

• Assist Advocates and legal teams with general administrative and clerical duties.
• Maintain diaries, schedules and records relating to court appearances, filings and deadlines.
• Prepare routine correspondence, filing lists, document registers and other administrative records.
• Assist with photocopying, scanning, printing, binding and compilation of legal documents.
• Maintain confidentiality of client information and firm records.
• Assist with general office administration when required.

6. Client & External Stakeholder Support

• Receive and direct clients and visitors professionally.
• Assist clients with routine document collection and submission requirements as instructed.
• Liaise professionally with court registries, government offices, process servers, messengers and other external stakeholders.
• Escalate substantive legal enquiries to the relevant Advocate or supervisor.

Qualifications

• Diploma in Law, Paralegal Studies, Legal Studies or a related field from a recognised institution.
• Basic knowledge of Kenyan court and registry procedures.
• Proficiency in Microsoft Office and general computer applications.
• Ability to use email, document management systems and relevant online government/registry platforms.
• Good written and verbal communication skills.

Experience

• 1–3 years' relevant experience in a law firm, legal department or related professional environment.
• Previous experience handling court filings, registry follow-ups, document management and legal administrative duties is preferred.
• Experience dealing with courts, government offices, Lands Registry, Companies Registry or other relevant registries will be an advantage.
• Previous experience in a law firm is highly desirable.

Key Competencies

• Excellent organisation and record-keeping skills.
• Strong attention to detail and accuracy.
• Good time-management skills.
• Ability to follow instructions and meet deadlines.
• Good communication and interpersonal skills.
• Professional and courteous manner when dealing with clients and external offices.
• Ability to work independently and as part of a legal team.
• Proactive approach to following up pending matters.
• Reliability and willingness to undertake field and registry work.
• High level of integrity, discretion and confidentiality.

Key Performance Indicators

Performance will be assessed based on:

• Timely and accurate filing of legal documents.
• Effective follow-up of court and registry matters.
• Proper maintenance and organisation of client files.
• Timely completion of assigned administrative and procedural tasks.
• Accuracy of records and documentation.
• Professional handling of clients and external stakeholders.
• Reliability, responsiveness and adherence to deadlines.