Data Entry Clerk (Fixed Term Contract) – Nairobi, Kenya

Data Entry Clerk (Fixed Term Contract) – Nairobi, Kenya

Company Overview: Eleven Degrees Consulting Limited

Eleven Degrees Consulting Limited is a premier shared services company catering to the Mini Group of Companies. We pride ourselves on delivering innovative solutions and unparalleled service to our diverse clientele. Our mission is to set the standard of excellence in every project we undertake. Our team consists of dedicated professionals who are passionate about what they do and committed to driving the company’s success. We foster a work environment that encourages growth, collaboration, and innovation, making us a preferred employer in the industry.

Position Summary

We are seeking to fill the position of a Data Entry Clerk on a fixed-term contract basis. This role will be based in Nairobi, Kenya. The Data Entry Clerk will play a crucial role in the transition and maintenance of our electronic document management system (EDMS), ensuring that all legal documents are accurately digitized, organized, and stored. This position reports directly to the Legal Assistant and will work closely with the legal department to ensure a smooth transition from physical to digital records.

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Key Responsibilities

1. Audit and Categorization of Physical Documents

• Identify and Catalogue Documents: The Data Entry Clerk will identify and catalogue all existing physical documents, including contracts, case files, legal correspondence, and other relevant records.
• Document Sorting: Sort documents based on relevance, type, date, or other criteria that align with the organization’s filing and legal requirements.
• Evaluate Document Condition: Assess the condition of each document to determine which should be digitized, archived, or securely disposed of. Report findings to the Head of Legal or designated personnel.
• Collaboration with Legal Professionals: Work closely with the legal team to ensure that document categorization aligns with ongoing legal cases and compliance standards.

2. Scanning and Digitization

• Prepare Documents for Scanning: Ensure that documents are in the correct order and condition for scanning, including removing staples, repairing tears, and organizing documents.
• Operate Scanning Equipment: Use scanning equipment or coordinate with third-party scanning services to digitize documents, ensuring clear, complete, and properly formatted scanned copies.
• Assign Metadata: Attach metadata to digital files, such as document type, date, and relevant case or client information, to facilitate easy retrieval.
• Review Scanned Documents: Verify the accuracy and completeness of scanned documents, making any necessary adjustments to ensure quality.

3. Review and Validation of Digital Records

• Compare Digital and Physical Records: Ensure that all documents have been accurately digitized and that no information is missing.
• Metadata Application: Ensure that metadata is correctly applied and that digital documents are stored in the appropriate electronic folders or systems.
• Compliance with Legal Standards: Verify that the digitization process complies with relevant legal standards and organizational policies, particularly regarding data security and privacy.
• Collaboration with Legal Professionals: Work with internal legal professionals to validate the relevance and usability of digital records for ongoing and future legal processes.

4. Ongoing Maintenance and Updates

• Add New Documents to EDMS: Continuously update the electronic document management system with new legal documents as they are created or received.
• Monitor EDMS Functionality: Ensure that the EDMS remains functional, organized, and up-to-date with the latest documents and metadata.
• Manage Digital Records Lifecycle: Oversee the lifecycle of digital records, including archiving old files and securely deleting records that are no longer needed, in compliance with legal requirements.
• Assist Staff with EDMS: Provide assistance to staff members in accessing and utilizing digital records, including training on best practices for maintaining document integrity.
• Conduct Regular Audits: Periodically audit digital records to ensure compliance with legal standards and internal policies, and provide accurate and timely reports.

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Qualifications and Experience

Academic Qualifications

• Minimum KCSE Grade: C (plain) or equivalent.
• Certificate in Computer Applications: Proficiency in MS Office applications, including Microsoft Excel, Microsoft Access, and Microsoft Word.
• Legal Knowledge: Basic legal knowledge is an added advantage.

Professional Experience

• Experience: Minimum of 2 years in data entry, preferably within a busy legal environment.
• EDMS Experience: Familiarity with or experience in transitioning to and maintaining electronic document management systems is highly desirable.

Key Skills and Competencies

• Communication and Documentation Skills: Excellent communication skills, with the ability to document and handle customer service tasks effectively.
• Organizational Skills: Strong organizational skills, with the ability to manage multiple tasks under pressure.
• Attention to Detail: Meticulous attention to detail, ensuring accuracy in all tasks.
• Problem-Solving Abilities: Ability to troubleshoot and solve problems efficiently.
• Project Management Skills: Capable of handling projects from start to finish.
• Computer Literacy: Proficiency in MS Office applications.
• Proactive and Self-Motivated: Ability to work independently and as part of a team.
• Adaptability: Ability to thrive in a fast-paced environment.

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Company Culture and Benefits

Work Environment

At Eleven Degrees Consulting Limited, we value diversity, collaboration, and innovation. Our work environment is dynamic, supportive, and designed to foster professional growth. We believe in empowering our employees to reach their full potential by providing opportunities for continuous learning and development.

Employee Benefits

We offer a competitive compensation package, including:

• Competitive Salary: Transparent and fair compensation.
• Professional Development: Opportunities for training and career advancement.
• Work-Life Balance: Support for maintaining a healthy work-life balance.
• Health and Wellness Programs: Access to health and wellness programs.
• Team Collaboration: A collaborative work environment that encourages teamwork.

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Salary Information

We believe in salary transparency and are committed to offering competitive compensation that reflects the skills and experience of our employees. This position offers a competitive salary based on the candidate’s qualifications and experience. The exact compensation details will be discussed during the interview process.

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Application Process

How to Apply

Interested and suitably qualified individuals are invited to forward their application letter and updated CV to the Head of Human Resources at recruitment@team11degrees.com. Please quote “Data Entry Clerk” in the subject line of your email. The deadline for applications is 30th August 2024. Please note that only shortlisted candidates will be contacted, and interviews will be conducted on a rolling basis.

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Call to Action

We encourage all qualified candidates to apply for this exciting opportunity. Join our team at Eleven Degrees Consulting Limited and be a part of a company that values innovation, excellence, and employee growth. Don’t miss this chance to advance your career with us.

Apply Now to make your mark and grow with a leading organization.

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Equal Opportunity Employer

Eleven Degrees Consulting Limited is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and do not charge any application or recruitment fees, whether refundable or not. We encourage applicants from all backgrounds to apply.

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TELEGRAM CHANNEL

This role offers a unique opportunity to be a part of a dynamic and innovative team at Eleven Degrees Consulting Limited. As a Data Entry Clerk, you will play a vital role in the transition to a fully digital document management system, ensuring the accuracy and security of legal records. This position provides growth opportunities within a supportive and collaborative environment. We look forward to receiving your application.

Best of Luck!