About Company
Ondabu & Co. Advocates is a distinguished legal practice based in Kitale, Trans Nzoia County, dedicated to providing exceptional legal services to individuals, families, and businesses across various sectors. With a strong commitment to justice, integrity, and client satisfaction, our firm has built a reputation for meticulous attention to detail and robust advocacy. We pride ourselves on fostering a professional yet supportive environment where every team member contributes significantly to our collective success and the well-being of our clients. Joining us means becoming part of a team that values excellence, continuous learning, and community engagement, striving to make a tangible positive impact through our legal expertise. We are deeply rooted in the Kitale community, offering accessible and effective legal solutions.
Job Description
We are seeking a highly organized, diligent, and detail-oriented Advocate Clerk specializing in Case Filing to join our busy Kitale office. This role is crucial to the smooth operation of our legal practice, ensuring that all court documents, case files, and administrative records are managed efficiently and accurately. The successful candidate will be the backbone of our case management system, responsible for the systematic filing, retrieval, and tracking of legal documents, adherence to court deadlines, and providing essential administrative support to our legal team. This position offers an excellent opportunity for an individual with a keen interest in the legal field to develop valuable skills and contribute to a dynamic legal environment, supporting our advocates in delivering high-quality legal representation.
Key Responsibilities
- Prepare, organize, and file legal documents, pleadings, motions, and correspondence with various courts, tribunals, and relevant authorities in a timely and accurate manner.
- Maintain and update physical and electronic case files, ensuring all records are current, complete, and easily accessible to legal staff.
- Manage court diaries and calendars, tracking deadlines, hearing dates, mention dates, and ensuring all follow-up actions are noted and communicated.
- Liaise with court registries, process servers, and other external parties to ensure proper document submission, retrieval, and service.
- Assist advocates with preparing comprehensive bundles of documents for court hearings, client meetings, and other legal proceedings.
- Process incoming and outgoing mail and legal documents, logging and distributing them appropriately to the respective advocates and departments.
- Perform general administrative duties such as photocopying, scanning, printing, data entry, and managing office supplies relevant to case filing.
- Ensure strict compliance with all relevant court rules, procedures, and internal firm policies regarding document management and confidentiality.
- Assist in archiving completed case files and managing confidential client information securely, adhering to data protection regulations.
Required Skills
- Proven experience (1+ year) in an administrative or clerical role, preferably within a legal setting or a similar professional office.
- Exceptional organizational skills and meticulous attention to detail, with a strong ability to maintain accurate records.
- Strong computer proficiency, including advanced experience with MS Office Suite (Word, Excel, Outlook).
- Excellent written and verbal communication skills in English and Swahili.
- Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced, demanding legal environment.
- High level of integrity, discretion, and ability to handle highly confidential and sensitive legal information.
- Proactive and self-motivated with a strong work ethic and a commitment to accuracy and efficiency.
Preferred Qualifications
- Diploma or Certificate in Legal Studies, Office Administration, Paralegal Studies, or a related field.
- Familiarity with Kenyan court procedures, legal terminology, and civil/criminal procedural rules.
- Experience with legal practice management software or electronic document management systems.
- A good understanding of the Kenyan judicial system and specific document filing requirements for various courts.
Perks & Benefits
- Competitive salary package commensurate with experience and qualifications.
- Opportunity for professional growth and skill development within a reputable and well-established law firm.
- Supportive and collaborative work environment that values teamwork and individual contributions.
- Direct exposure to diverse legal cases and court processes, enhancing practical legal experience.
- Contribution to a firm with a strong community presence and a commitment to client service.
How to Apply
Interested and qualified candidates are invited to submit their application by clicking the link below. Please ensure your CV and cover letter clearly demonstrate your suitability for this role, highlighting your experience in legal administration or similar clerical environments and your proficiency in case filing. We appreciate all applications, but only shortlisted candidates who meet the specified criteria will be contacted for an interview.