Procurement Officer at Image & Time

OVERVIEW

• Image & Time is a full-service Creative and Advertising agency. Our goal is to innovate and build the future in collaboration with our clients and partners.
• We do this by leveraging Design Thinking and employing a human-centred process.
• We are wired to think big. To tackle challenges and proffer solutions that make this world a better place.
• We are dedicated to crafting transformative ideas that get our clients to the future first. Our network and global presence puts us in a great position to deliver optimum results for our customers.
• We are seeking team members who share our passion for exciting design.

RESPONSIBILITIES

Operations & Admin 

• Monitor supplies and restocking.
• Monitor/Manage all payments related to licences, insurance, etc.
• Effectively manage third-party contractors for office utility management.
• Drive overall operations agenda and provide Ops team week-on-week actions and deliverables updates.
• Available for direct administrative support for the Managing Partners and/or Management Team.
• Support the planning and execution of daily, weekly, and monthly operations across business locations.
• Ensuring that Organisational Admin & Operational policies, and processes, are up to date and effectively implemented.
• Support the business in managing/monitoring Corporate relations, membership, licences, and accreditation with professional and/or public bodies.

Facilities

• Oversee facilities, including physical resources such as the building, power & and electrical, equipment, vehicular and other physical assets or resources.
• Ensure that building facilities/premises meet health & and safety standards and that the company’s use of facilities/premises complies with regulations and contractual agreements.
• Facilitate and schedule the use of office premises and facilities.
• Oversee repairs and periodic maintenance schedule of office space and equipment.
• Manage the budget for cleaning the facility.
• Monitor/Manage all payments related to the office building/premises (utilities, rent, service fees, fuel, etc.).

Procurement

• Overseeing and supervising all activities of the purchasing (projects and admin) department.
• Sourcing and evaluating prospective suppliers and devising effective sourcing strategies.
• Preparing plans for the purchase of equipment, services, and supplies to ensure smooth service delivery.
• Following and enforcing the company's procurement policies and procedures.
• Reviewing, comparing, analysing, and approving products and services to be purchased.
• Preparing budgets, and cost analysis reports whilst maintaining accurate purchase and pricing records.
• Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
• Negotiate with external vendors to secure advantageous terms while maintaining good supplier relations.
• Manage planning and overseeing client's projects to ensure they are completed in a timely fashion.
• Manage spend and build a culture of long-term savings on procurement costs.
• Ensure that vendor contracts, model agreements and all third-party MOUs are saved and backed up periodically.
• Perform risk management for supply contracts and agreements.
• Drive and implement standardised digital and brand business procurement processes, and report templates and ensure that periodic reports are submitted by client teams.
• Work closely with the commercial team, finance team, and management to optimise any cost-saving and/or revenue opportunities within the agency at large.

QUALIFICATIONS & SKILLS

• Minimum of 2-3 years experience working in an Operational and/or Administrative role required; Facilities management and procurement experience would be ideal.
• Minimum of HND/B.Sc. in relevant discipline.
• Efficient troubleshooting, analytical, and problem-solving abilities, along with an ability to multitask in a fast-paced start-up environment.
• Effective time management skills – the ability to prioritise and meet deadlines.
• Strong negotiation skills.
• Proficiency in Microsoft Office tools.
• Excellent written, listening and communication skills.
• Ability to analyse new trends and data.