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

1. CV of Shafir Kalluvalappil / Page 1 of5, shafirkv@gmail.com
Shafir Kalluvalappil
Senior Group Leader/Lead ProjectAdministrator (ProjectManagement & 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 inOffice & BusinessAdministration,ProjectAdministration,Document
Control activitiesinOil &Gas industry.
 Ras Gas experience(Secondment contract) andfamiliarwithcompanypoliciesandprocedures.
 FocusedProjectAdministratorsuccessful inprojectmanagement andprocessimprovement.
 Leveragesin-depthknowledge of industrytrendsandshiftstooffervaluable insightsonopportunitiesfor
newgrowthand expansion.
 Experience inleadingateam(50-80) of supportingstaffswhoare dealingwithdifferentprojects from
multiple geographiclocations.
 Familiar with all relevant codes applicable to the industry.
 Businessfocusedwithananalytical approachtoproblemsolvingandstrategicimprovement
 Available immediately
Key Competences
ProjectAdministration VendorCoordination Transport Coordination
Contract Administration FacilityManagement ProjectCoordination
DocumentManagement HR Operations ProjectManagement
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 withall ClientService Managers,teammembers,andofficestaff in the executionof programsand
carryingout Companypolicyandprocedure.
 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.
 Assistwithvariousoffice dutiesas needed(stocking,incomingandoutgoingmail/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

2. CV of Shafir Kalluvalappil / Page 2 of5, 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 documentationrequiredbythe proceduresandContractispreparedanddispatched
 Attendthe kick-off,weeklyprogress,commercial andall formal meetingswiththe vendor/contractor
 Reviewchange ordernoticesfromthe projectvendors/contractorsandliaisewiththe contractsandclaims
administratorsforall mattersrelatedtochangesand/orclaims
 Ensure that any disputesthatmayleadtoarbitrationare well-documented,includingclearcontractual
position(s) stated,andeffectivelycommunicate
 Liaise withProjectControlsGrouponany itemswithinthe Contractthathave financial and/orcontractual
implications;
 Liaise withFieldEngineeringandConstructionpersonnel oninspectionandacceptance of contractedwork
and ensure thatAcceptance Certificatesare preparedandissuedtothe parties
 Reviewandassistinthe approval processfordocumentsubmittalsinaccordance withthe PROJECT
Contracts;
 Maintainrecordsand co-ordinate withEngineeringandConstructiontoensure thatanyClaimsorBack
Chargesto CONTRACTORare properlyandefficientlyexecuted;
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 ManagementSupervision
 Led,implemented,developedanddefinedDocumentControl CenterincludingPeople,ProcessandTechnology
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)

3. CV of Shafir Kalluvalappil / Page 3 of5, 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 closelywithdriverstoensure the bestlevel 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
 Contactsvendorsandtransportationcompaniestoensure thatmaterials,suppliesandequipmentare shipped
and delivered in accordance with promised dates.
 CoordinatesinformationwithSupplyChain,Manufacturing,Engineering,PlanningandProgramManagement,
as required.
 Supervise the procurement information lifecycle control.
 Responsible formaintainingrecordsof all vendorinformationrelative topurchases,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 toCurrent
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 daytodayaspectsof projects includingcoordination,vendormanagement,projectadministration,
Secondment services, employee relations and other management functions.
Technical Assistant/Assistant Administrator. Jan 2010 to Aug2010
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

4. CV of Shafir Kalluvalappil / Page 4 of5, 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
 HandlingPipingFieldDesignChange andTechnical QueriesandDocumentationsforpiping 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

5. CV of Shafir Kalluvalappil / Page 5 of5, shafirkv@gmail.com
Languages English, Tamil and Malayalam.
Qatar DrivingLicense 28035604344 (LightVehicle),30th
March 2021