12 Years of Experience in Office/Business and Project Administration (Diploma Holder in Office and Business Administration).

1.
CV of Shafir Kalluvalappil / Page 1 of 5, shafirkv@gmail.com
Shafir Kalluvalappil
Senior Group Leader/Lead Project Administrator (Project Management & Support)
Phone: +974 55 455468
E‐mail: shafirkv@gmail.com
Indian, Male, May 7, 1980
Doha, Qatar
Career Summary
 More than 12 Years of experience in Project Administration, Office & Business Administration, Document
Control activities in Oil & Gas industry.
 RasGas experience (Secondment contract) and familiar with company policies and procedures.
 Focused Project Administrator successful in project management and process improvement.
 Experience in leading a team of maximum 80 supporting staffs who are dealing with different projects from
multiple geographic locations.
 Familiar with all relevant codes applicable to the industry.
 Business focused with an analytical approach to problem solving and strategic improvement
Key Competences
Project Administration Vendor Coordination Transport Coordination
Contract Administration Facility Management Project Coordination
Document Management HR Operations Project Management
Areas of expertise (in detail)
Project Administration
 General Administration (Preparation of gate pass, hotel booking, flight booking, training arrangements,
Accommodation and transportation arrangements, office/work station allocation etc..)
 Assist with project setup and maintenance of project records (including but not limited to subcontractor
attachments, project logs, assorted project templates)
 Work with all Client Service Managers, team members, and office staff in the execution of programs and
carrying out Company policy and procedure.
 Prepare, email and log subcontractor contracts and change orders
 Monitor and update expired insurance certificates
 Collect, log and assemble all project close‐out documents
 Work closely with accounting to ensure accuracy of data.
 Assist with various office duties as needed (stocking, incoming and outgoing mail/packages, phone coverage,
photocopying, filing, faxing, office supplies, and company events)
 Assigning the support staff by project wise and Client wise
 Vendor Coordination (Arrange B Visa, Hotel, Safety Trainings & Transportation)
 Preparation of workload and Billability forecast
 Prepare and Maintain the Organization Chart
 Meeting Coordination and prepare, record & distribute minutes of meetings
 Petty Cash Handling

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CV of Shafir Kalluvalappil / Page 2 of 5, shafirkv@gmail.com
 PKP (Project Key Personnel) Assignment Support and Control
Contract Administration
 Ensure that all documentation required by the procedures and Contract is prepared and dispatched
 Attend the kick‐off, weekly progress, commercial and all formal meetings with the vendor/contractor
 Review change order notices from the project vendors/contractors and liaise with the contracts and claims
administrators for all matters related to changes and/or claims
 Ensure that any disputes that may lead to arbitration are well‐documented, including clear contractual
position(s) stated, and effectively communicate
 Liaise with Project Controls Group on any items within the Contract that have financial and/or contractual
implications;
 Liaise with Field Engineering and Construction personnel on inspection and acceptance of contracted work
and ensure that Acceptance Certificates are prepared and issued to the parties
 Review and assist in the approval process for document submittals in accordance with the PROJECT
Contracts;
 Maintain records and co‐ordinate with Engineering and Construction to ensure that any Claims or Back
Charges to CONTRACTOR are properly and efficiently executed;
Project Coordination
 Coordinate activities, resources, equipment and information
 Liaise with clients to identify and define project requirements, scope and objectives
 Participate in preparations of project proposals, timeframes, schedule and budget
 Monitor and track project progress
 Act as the point of contact and communicate project status adequately to all participants
 Use project management tools to monitor working hours, budget, plans and money spend
 Issue all appropriate legal paperwork when required in consultation with contract manager.
 Create and maintain comprehensive project documentation, plans and reports
Secondment Coordination
 Support the Secondment processes by reviewing and coordinating Joint Venture, Technical Services and
Secondment Agreements to ensure that Secondment strategies, objectives and guidelines are fully met.
 Secondment Assignment coordination (More than 35 employees seconded to different Clients)
 Candidate selection coordination with Client
 Service Proposal Preparation based on the Contract terms and Conditions
Document Management Supervision
 Led, implemented, developed and defined Document Control Center including People, Process and
Technology to cover all aspects of the information management scope within multiple projects.
 Supervise the Document Control operation throughout the lifecycle of the Project.
 Involvement in annual (operational) and long term business plans which also includes preparation of key
assumptions for departmental annual budget, annual/long‐term forecast.
 Implement solutions that educate and encourage internal and external stakeholders to become more
collaborative and contribute to the project value.
 Development of document lifecycle controls in order to simplify the review process.
 Drive improvements within the document control scope through leadership, and working standards.
 Develop and manage a team of 56 document controllers who are spreading in different offices.
Human Resource Management
 Monitoring of Personal Authorization Form (PAF)
 CV screening and Interviewing the employees
 Conduct the Mobilization Induction
 Man‐hour Monitoring and Time Sheet approval

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CV of Shafir Kalluvalappil / Page 3 of 5, shafirkv@gmail.com
 Work station Assignment for New Staff
Transport Coordination
 Promote teamwork between colleagues across all locations, to ensure an effective transport service.
 Daily and Weekly transportation roaster preparation
 Prepare for Gate Passes (RLIC Gate, R20, XK27 etc.)
 Ensure compliance with transport policies, procedures and legislation
 Work closely with drivers to ensure the best level of service is provided to the business and our customers.
 Time Sheet Evaluations and control
 Ensure the vehicle is well maintained along with holding accurate documentation and records.
 Resolve queries and complaints effectively and courteously.
Vendor management
 Contacts vendors and transportation companies to ensure that materials, supplies and equipment are
shipped and delivered in accordance with promised dates.
 Coordinates information with Supply Chain, Manufacturing, Engineering, Planning and Program
Management, as required.
 Supervise the procurement information lifecycle control.
 Responsible for maintaining records of all vendor information relative to purchases, shipments, contacts, and
debit shipping memorandums for returned material.
 Arrange meetings, transportation, site security passes, make necessary arrangements for site inspections.
Professional Experience
Senior Group Leader/Lead Project Administrator (Project Management & Support) Oct 2010 to Current
Chiyoda Almana Engineering LLC Doha, Qatar
Career Achievements:
 Provided exceptional support to Project Managers, Engineers and co‐workers which increased overall
efficiency by 25%
 Negotiation ability during and throughout the project with Client, Vendor and Subcontractor
 Relationship management helps to continuation of the contract with Client
 Senior advisor to establish NGDMS (Next Generation Document Management System) which reduce
30 ‐40 % in time and cost
 Coordinated for the Team building events which help to improve contract and client relationship within
Engineering and Project Management team.
Key Responsibilities:
 Co‐manage day to day aspects of projects including coordination, vendor management, project
administration, Secondment services, employee relations and other management functions.
 Supervise a team of maximum 80 project management staffs, motivate and support to achieve project goals.
 Arrangements of Gate pass, Hotel booking, flight booking, accommodation and transportation
 Project management support and deal with escalated issues.
 Supervise and manage project management grievances and recommend resolutions
 Conduct internal and external audit and make recommendations for improvement
 Supervise document and data management PEOPLE‐PROCESS‐TECHNOLOGY for projects.

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CV of Shafir Kalluvalappil / Page 4 of 5, shafirkv@gmail.com
Technical Assistant/Assistant Administrator. Jan 2010 to Aug 2010
RASGAS Co. Ltd. (Chiyoda Secondment) Ras Laffan/Doha, Qatar
 Daily & Weekly transportation schedule preparation.
 Coordinate a team of 12 drivers stationed in home and site offices.
 Prepare Gate Passes (RLIC Gate, R20, XK27 etc.)
 Inventory management and administration
 Time Sheet check and employee support
 Office administration and other secretarial functions
Project Secretary. Dec 2006 to Dec 2009
CTJV (Chiyoda Technip Joint Venture) Ras Laffan, Qatar
 Manage e‐COSMOS (Chiyoda Correspondence Status management well‐Oriented System), correspondence
software system and CDMS (Chiyoda Document Management System), online Document downloading
software for projects.
 Handling Engineering Field Design Change and manage the master sheet.
 Technical Queries and Documentations for piping related Drawings.
 Handling project correspondence (Letter, Transmittal, MOMs)
 Handling Test pack control Tracking System.
Piping Clerk May 2005 to Oct2006
Chiyoda Mitsubishi Snamprogetti & Almana Co (JV). Ras Laffan, Qatar
 Handling Piping Field Design Change, Technical Queries and Documentations for piping related Drawings.
 Handling Incoming Letter & Transmittal
 Super user with CDMS (Chiyoda Document Management System), online Document downloading software
for project requirements.
Other Experience – Since 2003
Sales Executive Dec 2003 to Apr 2005
NOVEON Systems Kerala, India
Recognitions and Awards
 RasGas SHUKRAN Award for Best Performance.
 Chiyoda Corporation Super Star Award for Excellent Performance.
Education
 Diploma in Office Administration.
 Diploma in Business Administration, National Education Management, Mumbai, India, (2004‐2005).
 Bachelor of Science in Mathematics, Calicut University, Kerala (2000‐2003).
Technical skills
 DCA (Diploma in Computer Application) RCSM, Guruvayoor

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CV of Shafir Kalluvalappil / Page 5 of 5, shafirkv@gmail.com
 DPCO (Data Processing and Console Operation), Board of Public Examinations, Kerala.
 Microsoft office suite (Word, Excel, PowerPoint, Access)
 Microsoft office Project
 NGDMS (Next Generation Document Management System)
 CDMS (Chiyoda Document Management System)
Trainings and Seminars
 H2S / BA
 Ras Gas Fire Warden Training
 PTW (Permit to Work) Signatory
 Basic Life Support and First Aid Training from Hamad International Training Center, Doha‐Qatar
 Aconex
Personal Informations
Marital Status Married
Passport No & expiry Z1916755, 16.03.2020
Languages English, Tamil and Malayalam.
Qatar Driving License 28035604344 (Light Vehicle), 30th
March 2021