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

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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 Office & Business Administration, Project Administration, Document
Control activities in Oil & Gas industry.
 Ras Gas experience (Secondment contract) and familiar with company policies and procedures.
 Focused Project Administrator successful in project management and process improvement.
 Leverages in‐depth knowledge of industry trends and shifts to offer valuable insights on opportunities for
new growth and expansion.
 Experience in leading a team (50‐80) of 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
 Available immediately
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

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CV of Shafir Kalluvalappil / Page 2 of 5, shafirkv@gmail.com
 Prepare and Maintain the Organization Chart
 Meeting Coordination and prepare, record & distribute minutes of meetings
 Petty Cash Handling
 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)

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CV of Shafir Kalluvalappil / Page 3 of 5, shafirkv@gmail.com
 CV screening and Interviewing the employees
 Conduct the Mobilization Induction
 Man‐hour Monitoring and Time Sheet approval
 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 Corporations (Almana JV) Doha, Qatar
 Supervise a team of (50‐80) 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 to deviations
 Supervise document and data management PEOPLE‐PROCESS‐TECHNOLOGY for projects.
 Co‐manage day to day aspects of projects including coordination, vendor management, project administration,
Secondment services, employee relations and other management functions.
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 located in home and site offices.
 Prepare for Gate Passes (RLIC Gate, R20, XK27 etc.)
 Inventory management and administration
 Time Sheet Evaluation and employee support
 Office administration and other secretarial functions
Project Secretary. Dec 2006 to Dec 2009
CTJV (Chiyoda Technip Joint Venture) Ras Laffan, Qatar

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CV of Shafir Kalluvalappil / Page 4 of 5, shafirkv@gmail.com
 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 and Technical Queries and Documentations for piping related Drawings.
 Handling Incoming Letter & Transmittal
 Familiar 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
 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

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CV of Shafir Kalluvalappil / Page 5 of 5, shafirkv@gmail.com
Languages English, Tamil and Malayalam.
Qatar Driving License 28035604344 (Light Vehicle), 30th
March 2021