Supplier Maintenance Officer

**Supplier Maintenance Officer - Ongoing/ Full Time**

**About the Department**

The department provides a wide range of learning and development support and services.

The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.

**About the Division**

Financial Systems and Projects branch which is part of Financial Services Division manages department's financial and procurement systems. These systems include Oracle Cloud ERP, Oracle Analytics Cloud and Axiom. We have a team that provides technical and functional support to the department users through Service Now tickets.

**About the Role**

We are seeking a meticulous and detail-oriented Supplier Maintenance Officer to join our team. In this role, you will manage and maintain supplier master data in our Oracle Cloud system, ensuring its accuracy and integrity. You will also work closely with other systems, such as EFTSure, to validate and synchronise data, contributing to the seamless operation of our supplier management processes. Additionally, you will guide suppliers on providing data in the correct format to meet compliance standards, perform regular data cleansing activities, and support both internal and external audits.

**Key Responsibilities**:

- **Supplier Master Data Management**
- Maintain and update the supplier master data in **Oracle Cloud ERP**.
- Ensure supplier master data is accurate, complete, and free of duplicates.
- Perform periodic reviews and clean-up activities to maintain data quality.
- Align data management practices with organisational policies and compliance requirements.
- **Supplier Onboarding and Updates**
- Validate and process supplier onboarding requests in a timely and efficient manner.
- Review and approve supplier master data update requests to ensure compliance with organisational policies.
- Ensure the supplier data is synchronised between **Oracle Cloud ERP** and **EFTSure** for validation of ABN and bank account details.
- **Data Quality and Compliance**
- Conduct regular audits of supplier data for accuracy and compliance with regulatory requirements.
- Identify and rectify discrepancies in supplier data, including addressing exceptions in collaboration with relevant stakeholders such as BMU team, Corporate Procurement team and VSBA team etc.
- Validate supplier information using **EFTSure**, including Australian Business Number (ABN) and bank account details, to ensure data integrity.
- Proactively identify data anomalies, investigate root causes, and implement corrective actions.
- **System Integration and Coordination**
- Coordinate with technical support team to ensure smooth integration of supplier data between **Oracle Cloud ERP** and external validation systems such as **EFTSure**.
- Work closely with IT and data governance teams to maintain system alignment and resolve technical issues.
- **Reporting and Documentation**
- Generate and maintain reports on supplier master data status, exceptions, and audit outcomes.
- Document procedures, policies, guidelines, and standards for supplier master data management.
- **Stakeholder Engagement**
- Act as a liaison between departments, suppliers, and other stakeholders regarding supplier data management.
- Provide training or guidance to relevant personnel on supplier master data processes and compliance.
- **Continuous Improvement**
- Identify and implement process improvements to enhance the efficiency and accuracy of supplier data management.
- Stay updated on best practices and technology advancements in supplier data management and regulatory compliance.

**QUALIFICATIONS AND/OR EXPERIENCE**

Essential: Experience in providing financial or IT system support, and/or database management preferably in a large organisation.

Desirable: Experience with Oracle Cloud ERP, ServiceNow, and/or other financial systems/information technology.

Desirable: Relevant tertiary qualification; a tertiary/professional qualification or progression towards in accounting or Information Technology or equivalent.

**Further Information**

Applicants requiring adjustments can contact the nominated contact person.

**Applications close** 11:59pm on 1 October 2025