Job Vacancy – Legal Clerk

  Duma Works wrote this on
September 30, 2022 | No Comments

Duma works is recruiting a Legal Clerk for our client: a leading business law firm in Westlands, Nairobi.

Department: Legal services

Reports to: Legal Operations Manager

Duration of Probation: 3 months

Firm Vision

  • To deliver world-class client experiences and innovatively disrupt the legal sector alongside a passionate team.

Firm Mission

  • To use industry specific data to address the needs and preferences of our clients.
  • To use technology to make our services simple, convenient, and affordable.

Firm Industries

  • Manufacturing & Trade (Manufacturers, Retailers, Import & Export, Regulators & Business Associations)
  • Finance (Banks, Insurance, Private Equity, Venture Capital, Pension, Regulators & Business Associations)
  • Real Estate (Developers, Asset & Property Managers, Regulators & Business Associations)

Firm Practice Areas

  • (Incorporation and Formation of Entity, Changes to ownership, management & operations of incorporated entities (corporations, limited liability companies, and limited partnerships, Non-Profits). o Trademarks, Patents, Copyrights, Industrial Designs, Utility Models.
  • Property, Conveyancing, Leasing, Securities registration, Subdivisions & Amalgamations, Consents, Stamp Duty, Rates & Rents, Land Payments,  o Immigration – Work Permits, Special Passes, Visitor Passes, Alien Cards
  • other Licenses/compliance/regulations/due diligence related to client transactions.

Department Purpose

  • Supports Associates & commercial team in all transactional matters.
  • Find practical commercial solutions for our client’s legal matters.
  • Ensure compliance with all regulatory requirements.

Job Purpose

  • To ensure that the firm’s clients are satisfied.
  • To ensure the firm is profitable by consistently completing tasks efficiently, timely and cost effectively.
  • To successfully promote the firm’s brand visibility & reputation internally and externally.
  • Achieve your ones Key Performance Indicators (KPIs)
  • Successfully deliver the Departments strategic goals & operational efficiencies.


Key responsibilities

  1. Legal Services
  • To understand the fundamentals of our client’s work and their business goals.
  • To understand the client’s industries and the stakeholders involved.
  • To ensure compliance with local, county, national, and international laws that regulate the economic sector or industry to which the business belongs.
  • To manage both big and small legal concerns that the client might have during regular business.
  • To do everything in our power to protect our client.
  • To collaborate with our clients and take a proactive – rather than reactive – approach to litigation and ensure that our clients are never caught off guard by an unexpected turn of events.
  • To take immediate action/steps that need to be taken to mitigate client’s risk of liability.
  • To help our clients navigate the complexities of their business disputes from beginning to end.
  • To choose the correct path for legal disputes.
  • To help clients make informed decisions focused on securing a cost-effective and favourable resolution.
  • To quickly identify clients’ disputes strengths and any potential weaknesses when facing litigation.
  • To work with the client to understand their business priorities and build a case strategy cantered on what matters most to the client.
  • To develop litigation strategies and provide court precedents that support the client’s goals.
  • To file and defend clients in business litigation suits.
  • To identifying legal claims and counterclaims when clients are sued, and defenses clients can raise when sued.
  • To talk to the people in the client’s company who were involved and look for potential witnesses who can corroborate the issue.
  • To obtain evidence, including finding expert witnesses if necessary to testify on clients behalf.
  • To manage the discovery process, including turning over required information, reviewing the information provided and interviewing witnesses.
  • To submit all litigation paperwork, including motions and pleadings, during the pre-trial and trial phase.
  • To negotiate settlements or explore possibilities for other out-of-court dispute resolution alternatives.
  • To present evidence in support of client claims and make arguments court/mediation or arbitration proceedings.
  • To appeal unfavourable decisions resulting from commercial cases in which legal or procedural errors occurred.
  • To provide legal advice/opinions on the implications of government actions, new laws, court decisions and regulations and other stakeholder actions.
  • To minimize the client’s exposure to litigation.
  • To ensure that the necessary documents are filed with the appropriate governmental authorities and that the documents contain all the information and disclosures required by law.
  • To understand and navigate the effects of modern technology.
  • To ensure all legal documents are complete, accurate and properly stored.
  • To educate our clients regarding various legalities and illegalities throughout their day-to-day business.
  • To work with in-house legal departments and provide advice to the people running and working in the business.
  • To act as the liaison between the client and its stakeholders.
  • To tap into your networks to assist our clients.
  1. Legal Operations
  • To prepare for cases by preparing & binding pleadings, exhibits, affidavits of service, subpoenas, evidence, court file perusals and registry reports.
  • To ensure that pleadings and related documents are filed within the same day of preparation or the following day if the pleadings prepared after 2:00 pm for filing in the courts or arbitrator/mediator’s offices.
  • To ensure that return of service if filed on the day following the effect of service. o To advise the Advocates on compliance with registry rules and any changes in the registry and court filing processes.

Work in Progress (WIP):

  • To attend registries, boards and other government or other offices for purposes including filing, registrations, making payments, making & lodging applications, fixing dates, perusals and searches, field inquiries, extracting court orders, obtaining consents, obtaining conveyancing demands and certificates.
  • To report by email to Associates & Team handling the matter the results of WIP by preparing daily, weekly & monthly status updates/dockets.
  • To prepare legal drafts by assembling and organizing information for legal forms and documents, including complaints, declarations, discovery requests, responses, and other pleadings.
  • To assemble case materials by collecting, organizing, and summarizing information, documents, reports, and evidence.
  • To maintain records and electronic files for WIP.
  • To maintain Clio by entering and updating requirements, court dates, and meetings.
  • To protect law firm’s reputation by keeping client information confidential.
  • To update job knowledge by participating in continuing educational opportunities; reading legal publications; maintaining personal networks – Refer to the compliance policy (accessible from the server).
  • To enhance firm’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • To effect service and delivery of requisite dispatch.
  • To advice on efficient handling of a matter including; o documents needed for successful completion and o registration various processes and procedures at the registries;
  • Where necessary updating clients and calling for documents which are in their possession.
  • To arrange files in the law firm’s registry and attaching them to relevant files utilising the firm’s case management system.
  • To coordinate and schedule appointments and meetings.
  • To coordinate with Staff on opening the office on or before 7.00AM and closing of office every work weekday.

3.Finance & Accounting

  • To discuss with clients the possible costs of the litigation including the legal fees.
  • To bill and collect monthly personal billings of five times your salary.
  • To ensure upfront payment of: 100% of disbursements, tax & government fees and 70% of legal fees. With 30% balance of legal fees at conclusion of the matter.
  1. Business Development
  • Continuously innovate on how to provide great client experiences.
  • Obtain at least 1 new instruction from each client monthly.
  • Attend & organise conferences, trade shows and other networking events.


  1. People & Culture
  • To put your own personal agenda aside and always consider what is the right thing for the firm.
  • To behave according to the guidelines in the firm’s employer brand book.
  • To build strong working relationships with colleagues and external stakeholders.
  • Share information, knowhow, and best practice with colleagues.
  • Develop and maintain the competencies necessary to provide a proper standard of service to clients and maintain a record of professional development.

Knowledge, skills and qualifications

  1. Qualified Legal Clerk
    1. Licensed Process Server.
    2. Kenya Certificate of Secondary Education (KCSE) OR A-Levels, IGSCE’S OR Relevant High School Diploma
  • Minimum Grade B in both English & Mathematics
  1. Business Acumen

a) A demonstrated understanding of business and how transactions fit in within the ordinary scope and course of business in general.

b) In depth knowledge of how business entities operate & function.

c) Exposure to all elements of commercial transactions.

d) Experience as Legal Clerk.

  1. Experience & Expertise in key areas of law and procedure including: –

a)Minimum 4+ years Transactional Experience in a medium to large law firm or in-house department.

b)Practice Experience in Lands Registry, Kenya Industrial Property Institute (KIPI), Kenya Copyright Board (KECOBO), Immigration, Attorney General’s Office, Company’s Registry, Kenyan Courts & Tribunals and other relevant government offices.

c)Industries: Manufacturing & Trade; Banking, Pensions, Insurance, Private Equity; Real Estate.


  1. Meets category 4 or 5 of the firm’s statement of competence:

a)Ethics, professionalism and judgement

  • Act honestly & responsibly.
  • Discreet and trustworthy.
  • Hardworking and vigilant.
  • Maintain Client Confidentiality.
  • Maintain knowledge through learning & development.
  • Work within the limits of their competence and the supervision provided.

b)Technical legal practice

  • Basic legal drafting.
  • Client Contact Skills
  • Legal Administration Skill
  • Legal Compliance
  • Administrative Writing Skills
  • Documentation Skills
  • Attention to detail.

       Working with people

  • Team player
  • Effective oral & written communication
  • Loyal and reliable
  • Dedicated
  • Energetic and fast paced
  • Committed, Determined and Results Oriented
  • Establish & Maintain Professional relations with clients, team & stakeholders.

c) Managing themselves & their own work

  • Initiate, plan, prioritize and manage work activities and projects to ensure that they are completed efficiently, on time and to an appropriate standard, both in relation to their own work.
  • Keep, use and maintain accurate, complete and clear records
  • Apply good business practice.
  • IT skills commensurate with the role including ability to work without secretarial assistance utilising firm’s case management system.
  1. Finance – Able to advice on costs for their matters.
  2. Marketing – Has and maintains proper networks required for performing job role
  3. Lives according to the CATCHIE Values
  4. Behaves according to the firm Values.



  • To requisition for funds from the Accountant with the approval of the Associate handling the matter.
  • To instruct the Legal Records Manager on information or documents required for executing their role (subject to any restrictions on sensitive documents).
  • To liaise with the Associate handling the matter on implementation of legal strategy at the Registry, government offices and any other offices applicable to the functions of the role.
  • To develop good relations with registry officials, government officers and other officials involved in approval or execution of legal transactions.
  • To make deliveries of external communications with approval of the Associate handling the matter.
  • With approval of the Associate handling the matter, may contact the client with updates on registry matters.

Not Authorised 

  • To incur disbursements/expenditure in client matters outside approved budget without approval of Associate handling the matter.
  • To sign documents or to send out external communications, service or filing of documents without authority of Principal Associate & Senior Associate.
  • To bind the law firm.
  • To accept any gratuities from clients or other parties in order to execute responsibilities or as a gift for successful execution of duties


To apply online click here



* You will receive a confirmation email from [email protected] and an alert to take a basic screening test online. The email with the test may not arrive immediately. Please be patient. The email test will typically be 5-8 questions to help us understand your background.

For any enquiries about the position, kindly reach out to us on [email protected]

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