Tyas Graito Utami

Managing Vendor Payment and Business Support Functions

• Ensure Purchase Order and invoices processed in timely manner (for British Council and BCIF)
• Manage smooth office operations by ensuring office supplies are always sufficient
• Manage reporting and journal posting of stamp duty usage and cash advance under BCIF
• Provide new staff onboarding kit (locker, office and building access card, ID & business card, mobile phone number)
• Annual renewal of Public Liability and Director & Officer insurance, as well as local payment
• Manage operation of corporate phone number under BCIF (monthly payment, additional data package, termination number, new number, roaming activation)

Facility Management

• Point of contact and provide support for SBU to transport archive and inventory to offsite storage
• Review and verify monthly General Service and Security overtime calculation
• Point of contact and provide support for General Service and Security reliever request for British Council and BCIF
• In charge of office signage advertisement tax and payment
• Facility maintenance for Main Office and UKA Residential
• Ensure regular office maintenances (office deep cleaning, AC maintenance, pest control) is scheduled

Formalities and Tax Exemption

• Supporting YDII (BCIF) formalities work (amendment of YDII legal documents and filing)
• In charge of visa and work permits for UKA Staff, Teachers and fixed-term consultants
• Supporting application process to SETNEG for all PP19 facility (Import) and tax exemptions
• In charge of tax exemption submission process to BADORA

Achievements:

Manage smooth transition of annual office signage advertisement tax and payment using Bapenda digital platform

Annual physical check report for FY 23–24 with all assets accounted for, no losses and secured Regional Head of Risk and Compliance acknowledgement

Manage smooth transition of Telkomsel's Tcops application to maintain monthly billing and invoice payments, resulting in a more efficient in processing of payments.

Supported BSS Lead in conducting overtime adjustments for facility management personnel for office weekend operations. With this approach, we successfully:

• Avoid excessive working hours for security personnel
• Maintain and ensure Safeguarding policy in British Council work environment
• Cost effectiveness by using reliever service

Re-organize offsite storage through auction

• We successfully sold 167 items (grouped into 58 items) out of 167 to internal staff
• We generate income of a total of IDR 25,745,000, equivalent to GBP 1,362
• We successfully reduced 14 liftvans equal to 84.14 cubic meters (CBM), resulting in a cost efficiency of IDR 9,357,209 equivalent to GBP 495 —41% efficiency achieved

Vacating process at TC Lotte Jakarta executed in a timely manner

• Relocation process was done in week 4 of September
• Subscription agreement and initial payments with Gowork Pacific Place were done and secured within timelines.
• In charge of TC furniture auction, where 132 items out of 132 are sold out to internal staff and generate income of a total of IDR 20,550,756 equivalent to GBP 1,087. This auction sale is 80% higher than official written quote we received from an external buyer.

• Manage daily administrative tasks, including but not limited to Purchase Order creation in SAP for regular and irregular procurement conducted by BSS, and ensure the transactions and services are delivered in a timely manner.
• Handle vendor/supplier registration, including proper invoice receipt, goods receipt, and payment document submission to the Finance Unit or related units.
• Manage and prepare Staff Welcome Kit; business and ID cards, office access cards, office numbers, and mobile phones.
• Manage office fixed assets and inventory, including conducting the annual physical check, supporting the planning of asset disposal, and record filling.
• Request and review quotations from suppliers for regular office needs and BSS projects in line with the Procurement Policy.
• Manage the monthly billing reconciliation, e.g., offsite storage, staff mobile phones, courier services, etc.
• Manage general office contracts, handle contract registration, maintain contract records, keep track of the expiration of the contract, and follow up with vendors for renewal.
• Responsible for updating Indonesia Preferred Supplier List and supplier data.
• Ensure the regular office maintenance billings and transactions of framework PO is completed in a timely manner (Premise, Utilities, GS, Security, Driver Invoice, and Overtime)
• Responsible for regular office supplies, handling the weekly pantry and stationery available at an adequate level, coordinating with General Services team, and following the standard operating procedure in procurement.
• Actively involved in health and safety implementation system and act as the EFT coordinator (Environment Framework Team) in Jakarta Main Office.
• First point of contact for Visitors, incoming emails, and phone calls by directing to relevant teams in the office.

Achievements:

• Involve in the preparations for CEO Visit, British Council 75th Anniversary Reception, and MoU Signing between British Council and Ministry of Education
• Involve in King's Birthday Party 2024, ensuring VIP assistance for BSS guests, and volunteering as registration team together with British Embassy colleagues
• Securing procurement process from RFQ up to contractual agreements for media partnerships & professional consultancy services for Comms has been completed.
• Involve in a big tender led by BSS for professional legal services.
• Successfully perform the annual physical check of fixed and non-fixed assets as of 7 February 2023, earliest from the dateline. The submission report is complete with a brief summary of the details of assets & non-fixed items.

• Assisting Partners in generating new projects and business to achieve annual sales targets
• Work closely with clients and Pursuit Leaders to develop and elaborate on clients' certain needs and tailored solutions
• Maintaining pipeline management
• Assisting and maintaining bidding process; from proposal preparation to submission
• Work closely with Business Development team in proposal development, ensuring the proposal meets Terms of References and other specific requirements needed
• Prepared and negotiated quotations, payment terms, and other bid specifications
• Built and maintained positive relationships with diverse stakeholders

• Built successful project plans covering objectives, resources, and staffing to meet schedules
• Work closely with Project Lead and Engagement Team to ensure BAST and billing fit internal targets
• Reported regularly to Partners and Project Lead on project budget, progress, and technical problems
• Ensuring all administration tasks related to project are complete.
• Created and updated physical records and digital files to maintain current, accurate, and compliant company credentials
• Prepared annual project performance report

Achievements:

Created the company's business process flow, both for Business Support department and Delivery department.

• In charge of drafting and writing letters/emails to the editorial board
• Organize invitations for cover stories, media visits, etc.
• Preparing and reporting editorial staff's activity log, including national and overseas business trips, media visits, and expenses
• Preparing editorial monthly evaluation meetings and BOD meetings
• Preparing journalists' data and processing payment and taxation for freelance writers
• Processing healthcare bills and forwarding them to the HR department
• Preparing requirements for news coverage, including interview request letters, stationery, press ID, etc.
• Creating monthly printing schedule
• Resolved problems, improved operations and provided exceptional service