STEFANY MACHADO

• Facilitated procurement transformation projects focusing on system configuration, UAT, and change management for process adoption.
• Established an Intranet Procurement landing page.
• Updated Digital Toolkit (DTK) with guidance on Labour Hire, Recruitment Services, Consultancies, and revised s23 templates to reflect Privacy and AusTender AREX1.7 changes, including new Quick Reference Guides and Factsheets.
• Developed SOPs for internal use within the Procurement Team.
• Added Procurement and Contract Management training suite to LearnHub, frequently updating courses and developing communications.
• Published News Articles on the Intranet.

• Led initiatives enhancing aged care quality standards and compliance frameworks.
• Developed strategic plans to improve service delivery and client outcomes.
• Collaborated with stakeholders to implement effective safeguarding measures across services.
• Mentored team members, fostering professional development and operational excellence.

• Mentored staff in procurement best practices and compliance standards.
• Managed and collaborated with cross-functional teams to streamline procurement processes and enhance operational workflows.
• Improved internal stakeholder satisfaction through effective communication of procurement goals, timelines, and expectations.
• Uplift the maturity in business areas compliance with the phases of the Commonwealth procurement lifecycle.

Higher Duties - Assistant Director, Procurement during Oct/Nov 2022 and March 2024

• Developed templates to standardize procurement processes for s23 approvals and evaluations.
• Provided procurement guidance to QAM staff for goods and services acquisition.
• Conducted training on procurement strategies, contract management, and s23 approval processes.
• Maintained compliance with Commonwealth rules and ensured updates in TechOne system.

• Managed end-to-end recruitment in Home Services.
• Managed all labour hire recruitment by completing relevant requests and seeking delegation approval.
• Managed all active contracts and variations and ensuring uploading into finance system (TechnologyOne).
• Managed Home Services SharePoint page.
• Developed and implemented travel request process with flowchart, request form, and NHSTravel mailbox setup.
• Implemented the Operations Standard Operating Procedure.

• Draft, evaluate, negotiate and execute contracts. Establish and maintain supplier relationships by serving as a single point of contact for contractual matters. Manage record keeping for all contract-related correspondence and documentation. Monitor and complete contract close-out or extension, as appropriate. Communicate contract-related information to all stakeholders.
• Created Procurement Process manual detailing all the steps required to implement contracts within SAP.
• Implemented process to capture and maintain all labour hire data for the Commission.
• Creation of Procurement intranet page.

• Monitor and measure process performance to provide insights that inform continuous improvement activities. Lead and support projects to develop improved approaches that can contribute to better business and customer outcomes.
• Obtained signed and executed contracts within Sydney Water and stored them into the document depository which resulted in Sydney Water obtaining ISO 9001:2015 Quality Management Systems (QMS).
• Improved the process of capturing and displaying the GIPA information from a manual process to an automated process which saved time and money.

• Manage the provision of quality and efficient procurement services to Sydney Water by leading a multi-skilled, engaged and flexible team to fulfil procurement requests and tasks effectively, and achieve client experience and business outcomes.
• Driving measures to prevent high volumes of match exceptions by managing the match exception processes including liaising with vendors and clients for the investigation of issues, ensuring accurate purchase orders, invoices and receipts.
• Improved processes by implementing training and coaching to ensure the team were well equipped to confidently respond to the full range of procurement services.
• Managed operations by creating a rotating roster which was designed to cultivate cross training to ensure the ‘silo' mentality was broken down. This increased productivity as all members of the team could step in where ever needed and there was no interruption to our customers.
• Improved training by implementing Maximo courses for all Sydney Water staff through Sydney Waters learning and development tool which enabled staff's personal profile to reflect the training had been completed. Prior to this, it was offline.

• Responsible for the processing of new contracts, variations, closures and claims for all divisions across the organisation. PCard Administrator. All Vendor Approvals within Sydney Water. Training Coordinator for all FMIS training through Compass.
• Coordinated the creation of a standard operating manual for the Excellence & Enablement Team, which resulted in two other business units to adopt the template and implement within their areas.
• Created the internal intranet pages for the business units, which resulted in all staff having access to the latest information and forms.

• Responsible for the processing of new contracts, variations, closures and claims for a number of divisions across the organisation. Training Coordinator for all FMIS training through Compass.
• Coordinated and delivered a new multiple sites process training in PeopleSoft to successfully implement the introduction of new Chemical procurement practices. The successful delivery of this training enabled Sydney Water, for the first time, to accurately capture operating costs against relevant contracts.
• Raised efficiencies by streamlining key contract procurement forms, translating them from hard copy to an electronic version. This resulted in reducing processing time and the key benefit was data integrity.

• Supported the Managers in meeting agreed project objectives. Reporting on business match exception and performing daily reconciliation. Approving all new Vendor creation, amendments and re-activation. Contract Manager for the uniforms contract.
• Met safety compliances while performing the role of Contract Manager for the Sydney Water's Uniform contract. Identified as “go-to-person” for all uniform general queries across the organization and trouble-shooter for inaccurate orders, customized orders and uniform returns. This resulted in ensuring organisational health and safety compliance requirements were adhered to in a complete and timely manner.
• Improved data quality during a Vendor Management Project by identifying mandatory data fields and setting standards to ensure quality and data integrity.
• Improved processes by setting up Meeting Room Management to request PCard details on the spot for catering in Parramatta Head Office. This removed the need to raise a Purchase order for low value, low risk purchases which is in line with Sydney Water's PCard policy.

• Administrative support to Corporate Services (Shared Services) and Project Management support to the Business Improvement teams. Administer the stationery contract for Sydney Water. Contract Manager for the Sydney Water uniforms contract.
• Initiated a project to lock down all printers Sydney Water wide to print in B&W by default and created an approximate savings of $83K for the business. As the Project Lead for this project I played a Communications role; created a page on our intranet and created FAQ's on the changes, to ensure the changes were communicated to all staff ensuring a smooth transition.
• Involved in the analysis of Fleet cars that introduced new Sydney Water Uplift $1 million a year. The review assisted the fleet team in decreasing the number of operational vehicles, as they were not being used efficiently. This involved analysing the motor vehicle usage over a period of 3 months to determine whether each vehicle was being utilised to its full capacity.
• Managed 60 stationery cupboards across four sites. Tasks included product sourcing and selection, price negotiation, managing the Procure to Pay process, ensuring items meet environmental requirements (green rating), analysed spending patterns and stock turnover. Consistent reviewing of products related to a savings of approx. $30k for the 12/13 financial year. Ensuring contract terms were being met by the supplier and rectifying non-conformance issues.

• Managed and supervised an ‘order processing' team. Managed all Security and Self Service Terminal (ATM) orders for Australia and New Zealand. Followed the project from order to operational delivery, working with the finance teams. Responsible for completion of the project and reinforced project processes, procedures and managed escalation & control where necessary.
• Streamlined communication between sales, inventory, and shipping departments to enhance workflow efficiency.

• Provided operational support & customer service to sales personnel (which included training sales reps). The role required fast & accurate data entry, including entry of initial job information, updating job information, entry of contract information, purchase orders, and budget control.
• Maintained a new process in the service department where I streamlined & prioritised all orders to old or slow-moving stock. This process change resulted in reducing the value of slow moving stock by $800,000 per annum.
• Maintained a new invoicing system (Microsoft Access Database) that enabled employees to monitor workflow & reduce double handling of orders.
• Controlled a new PC based SMS system that dramatically improved internal communication.