Consultancy - Clerical Officer to Offer Data Entry, E-Filing, Scanning & File Dismissal Clerks For The Judiciary Of Kenya

THE ASSIGNMENT

IDLO and the Judiciary of Kenya seek a Clerical Officer to provide; Data Entry Services, E-filing services, Scanning Services and file dismissal services towards improved registry operations. The work will include operationalizing the electronic case management and E-filing system and fully digitizing the Court records under the Judiciary Case Management System.

Under the overall supervision and direction of the Deputy Registrar, Automation and the in-charge, Milimani Chief Magistrates Court Registries, the clerk will perform the following tasks:

Data Entry

• Develop an Inventory of all the files to be registered into the System
• Sign and receive the files from the Registry
• Confirm the checklist for each individual file received 
• Ensure real-time update of the caseload in the Chief Magistrates’ Commercial Court
• Ensure that rulings and judgments are accurately captured in the system.
• Link advocates to the cases as per the last known advocate acting in a matter
• Ensure the fees paid by the parties are well captured in the system 

E-filing

• Assist with electronic filing of all new cases.
• Ensure all cases filed in the Commercial Division Registry are properly captured into the E-filing System.
• In consultation with the in-charge Commercial Division Registry, update the E-filing and the system appropriately to ensure it reflects the current position of the physical court file.
• Provide user support to advocates facing various challenges with the filing system

Scanning

• Develop an Inventory of all the files to be registered into the System
• Sign and receive the files from the Registry
• Confirm the checklist for each individual file received 
• Take note of the order of documents in the files.
• Unbind the physical file ready for scanning.
• Scan the documents in the file to a folder
• Label the scan into individual documents appropriately.
• Bind the documents to their original state and order.
• Seek approval from the supervisor to upload the scans to CTS.
• Upload the files to CTS.
• Sign and return the physical files to the supervisor.
• Provide daily and weekly reports on their performance

File Dismissal

• Undertake work to retrieve files as per procedures followed  
• Peruse each file to identify files that have been pending without any action for over five years
• File back all those not due for dismissal
• Issue notices for each file identified for dismissal to be signed by the Magistrate handling the case
• Provide daily and weekly reports on their performance

The Clerical Officer will at all times; 

• Carry out the services and perform his/her tasks with care, skill, and in an efficient and professional manner.
• Observe strict confidentiality
• Ensure a high degree of quality in his/her output.
• Be guided by these terms of reference.
• Carry out his/her tasks on the field, presenting outputs to IDLO and the Chief Magistrates’ Commercial Court on/or before agreed deadlines.
• Ensure timely responsiveness in communication with IDLO and the Chief Magistrates’ Commercial Court (whether phone or email).

Deliverables

The Clerical Officer shall deliver the following outputs:

• An Inception Report detailing the understanding of the terms of reference and a proposed plan of action, with a work plan indicating clear milestones and timelines. To be delivered within 2 weeks of start date.
• A monthly report documenting support provided to the Automation Project and the key results realized thereof and the expected deliverables for the subsequent month to be submitted by the 25th of every month, together with a monthly Workplan (in line with IDLO reporting template).
• Any other deliverables as shall be agreed upon including concepts, proposals, and reports relating to these ToRs.
• Final comprehensive contract report documenting all the support provided to Judiciary within the contracted period in the implementation of TORs and support to project, key results realized, pending work, challenges faced, and recommendations to Judiciary

IDEAL CANDIDATE PROFILE

The ideal candidate will possess the following qualifications and experience.

Qualifications and Experience

• Professional experience in ICT, 
• A demonstrated track record in the delivery of data entry or related ICT assignments.
• Familiarity with Kenya’s Constitutional and institutional reforms particularly with regard to judiciary reforms.
• Excellent typing skills and flexibility to adapt to change.
• Ability to work independently and flexibly to deliver the agreed outputs and respond to feedback in a timely and professional manner.
• Computer savvy, able to navigate necessary programs with proficiency.
• Possess excellent interpersonal and communication skills, including strong writing and presentation skills in the English language.
• High levels of integrity and ability to maintain confidentiality

Languages

• Fluent in both English and Swahili.

DISCLAIMER AND CLOSING DATE 

The above statements are intended to describe the general nature and level of the work being performed by the Contractor assigned to this work. This may not be an exhaustive list of all duties and responsibilities. 

All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection.

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.

Application deadline: 3 December 2021 (23:59hrs Rome Time).