Purchasing Support Officer

About us
The Department of Treasury and Finance provides economic, financial and resource management advice to help the Victorian Government deliver its policies. We strive for excellence in financial and economic management to improve the lives of all Victorians.
Strategic Sourcing Group

**The Strategic Sourcing Group (SSG) provides**:

- Whole of government procurement solutions to achieve best value for the Victorian Government
- Whole of government policy development and implementation of the State's Intellectual Property requirements
- Management of the Standard Motor Vehicle Policy, VicFleet operations and the finance lease facility for government departments and agencies.
- DTF corporate procurement operations and support

VicFleet
VicFleet is a business unit within SSG, providing services to mandated General Government departments and agencies, including vehicle purchasing; finance leasing; insurance; registration; and vehicle disposal.
VicFleet plays a key role in contributing to the planning and delivery of the Zero Emission Vehicle program. We are undergoing significant change which brings opportunity for innovation, progressive thinking, breaking with convention, challenging the status quo, and improving the world around us.
About the role
Key accountabilities
- Plan and manage, for best results, all operational and administrative aspects of vehicle lease and purchase arrangements. This includes provision of assistance with initial lease quotations to customers within agreed service levels; organising lease terms and conditions; vehicle configuration and accessory options; creating and placing purchase orders with vehicle manufacturers, distributors, dealers, motor body builders or after-market equipment and accessory suppliers.
- Ensure that all financial lease and procurement documentation comply with whole of Government policy and pricing guidelines.
- Receive and validate fleet related documentation for the quotation and order of vehicles and other fleet related assets.
- Reconcile delivery acceptance forms and supplier invoices to the original purchase order. Process all invoices and documents within KPI's. Adhere to document retention policies.
- Actively follow up scheduled and late deliveries with dealers, and invoice approvals from customer agencies for timely payment.
- Actively work with customers recommending more appropriate vehicles to better suit operational requirements. Monitor outcomes from changes made and provide reports to customers on fleet related issues and suggested improvements.
- Arrange accounts with fuel providers and co-ordinate fuel cards and monitor usage to ensure that appropriate guidelines are adhered to. Liaise with fuel card suppliers as required.
- Arrange the disposal of vehicles through current disposal methods.
- Establish and maintain effective working relationships with customers and representatives of the motor vehicle industry, contractors, and suppliers to ensure the timely delivery of vehicles.
- Provide input to the development of policies and procedures for vehicle selection and make recommendations as appropriate.
- Recommend and implement strategies to improve processes and resolve problems arising from normal VicFleet business.
- As a member of the Purchasing Support team, help other fleet teams as required, including analysis and planning of projects designed to improve VicFleet' s services. In addition, provide guidance and training to other team members in day-to-day operational procedures and processes.
- Be conversant with Power BI reports and have a basic editing skill to enable report production for clients.
- Support the Strategic Sourcing Group, as required, to achieve departmental objectives.

About you
To be considered for the role, you must be able to demonstrate:
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- Organisational and disciplined approach with and ability to coordinate concurrent activities and balance priorities to meet tight time frames.
- Well-developed interpersonal and communication skills (written and verbal) with an ability to liaise and negotiate effectively with clients, stakeholders, and external suppliers.
- Strong customer focus and team-oriented approach
- Experience in fleet leasing and or fleet management including vehicle selection, procurement and lease management, and a solid grasp of the motor vehicle industry, leasing, and vehicle product knowledge.

Experience and qualifications
- A good knowledge of the motor vehicle industry, vehicle leasing and vehicle product knowledge.
- Experience in providing advice and support regarding established processes, procedures, and policies.
- Relevant tertiary qualifications or business experience.
- Current Victorian Car Drivers Licence.

About our culture
We aim to be a model employer providing an inclusive workplace that is understanding and respectful of differences such as gender, identity, race, disability or age. In addition, we are committed to supporting Aboriginal pathways between education and em