Project Organization chart for Bihar

Project
Project
Manager

Constructio
n

Project
Engineer

Planning/
Contracts

Finance

Admin

Stores

Senior QA/QC

Cost
controller

Admin
Manager

Purchase
coordinator

Engineer

Engineer

Junior
Engineer

QSE

Jr
Plannr
ng
Engine
er

Doc

Accounts
officer

controlle
r

Store In
charge

Supervisor

SNO

Job Title

Total Nos

Project Manager

Project Engineers

13

Sr.Planning /Contracts
Engineer
Jr.Planning Engineer

13

Junior Engineer

15

Supervisor

15

Senior QA/QC
Engineer
Cost Controller
Account officer

8
9

1
1

No of
Months
14

13
10
15

Category
Constructio
n
Constructio
n
Constructio
n
Constructio
n
Constructio
n
Constructio
n
QSE
Finance
Finance

Remar
ks

10
11
12
13

Admin Manager
Document controller
Purchase coordinator
Store incharge

1
1
1
1

15
15
12
15

Admin
Admin
Stores
Stores

Roles & Responsibilities

1. Project Manager:
Responsibilities will include:
Establish and nourish an efficient and motivated team;
Close liaison, open and clear communications and management
of the interface with the Operations Director and other
Department Heads in head office.
Efficient engagement, arrangement and organisation of all
necessary resources for successful progress of the works
including staff, labour, plant and equipment and materials;
Management of the Client for the project
Management of all necessary methods for efficient control,
monitoring and reporting of resource wastage and efficiency;
Management of the procurement process for special equipment
with the Engineering Manager,
Standard products with the procurement department and direct
local purchases of consumables etc using the LPO(Limited
Purchase orders) system;
Ensuring proper operation and maintenance of all project plant
and equipment.
2. Project Engineers :
Project Engineer directly reports to the project manger of
the project.
Ensure that the project is executed within its scope&
budget.
Approvals for the work from local authorities&
panchayaths.
Efficient management of the resources in order to minimize
the wastages of resources.
Daily report to the project manager with respect to the
activities achieved in the site.
Liaison with the subcontractors for the timely completion of
the project.

 Coordination with purchase department in order to avoid

shortfall of resources in the site.
Update the material submittal, Technical submittal and
shop drawing submittal logs and submit it to the project
manager on weekly basis.
Vendor management and Bill certifications.
Close coordination with the client for arranging provisional
sum items mentioned in the contract in order to avoid
inordinate delay.
3. Junior Engineer
Directly reports to the project manager and assist project
engineer by taking off quantities, monitoring the progress
of work, managing labour and other supervisor staffs.
Conduct site inductions and toolbox meeting as required.
Carry out safety talks on a shift basis before the activity
starts
Create awareness and ensure cent percent perfect
implementation of PPE.
Interact with QSC Officer and prove necessary on the job
training for staff/workers
Prepare non conformance reports
4. Planning /Contracts Engineer:
Directly reports to the planning/contracts manager in the
head office and the project manager.
Updating the base line programme with respect to the
actual percentages at site.
Coordinating with the site team and informing them
regarding the pending milestone activities and recovery
measures in case of backlog in works.
Progress monitoring with respect to cost, Time & scope
To prepare monthly report on contracts& planning
To prepare variation logs and periodic updates
Follow up for monthly project invoices and payment dues
Prepare all contractual correspondences related to the
projects.
Review the various contractual guarantees
To control all the incoming and outgoing correspondences.
Preparation of time and cost claims with necessary
substantiations like Impacted programme, Invoices etc.

5. Jr.Planning Engineer
Directly reports to the planning /contracts manager in the
head office and the project manager at the site. Assist
Sr.Planning engineer in the issues related to planning.
Updating the base line programme with respect to the
actual percentages at site.
Coordinating with the site team and informing them
regarding the pending milestone activities and recovery
measures in case of backlog in works.
Assist Sr.Planning engineer in preparation of weekly &
monthly reports.
Assist the project manager in all facets of planning and
progress monitoring.
Preparation of variation logs and EOT time claims.
6.

Sr.QA/QC Engineer

Reports directly to the QA/QC Manager in head office and to the

project manager at site.
Conduct Routine
Departments.

Surveillance

Inspections

of

Sites

and

Prepare standard surveillance report for each inspection

detailing
activities undertaken and findings (including follow-up of
Previous findings).
Manage the control of incoming components delivered to site.
Conduct Planned Audits
Prepare audit questionnaire and audit report.
Act as auditor for internal process and system audit and
external audit to suppliers and sub-contractor.
Check System Documentation prepared
Departments prior to approval and issue.

by

Projects

or

System Documentation includes, but is not limited to:- Project

Quality Plans; Method Statements; Inspection Test & Approval
Plans, Filing Systems, Work Instructions, Standard Forms.
As part of the checking process provide assistance or advice to
Project or Department Staff in preparing or improving
System Documentation.

 Manage the Non-Conformance /

Preventive Actions, Observations,
Objectives/Targets, Improvements.

Corrective Actions and

Management Directives,

Raise reports and investigate as appropriate and follow-up

status
of actions.
Provide advice on appropriate actions and provide assistance
on implementation.
Update and maintain register.
Prepare new, or revise existing, Management System
Requirements as required.
Action may be as instructed by Projects, Technical, and QSE
Manager
or in response to actions from the Non-Compliance System.
Action may include implementation of requirements, particularly
Where managed by QSE Department.
Attend Meetings as required.
Meetings include, but are not limited to: - Production Meetings,
Project related meetings, QSE Department Meetings.
Prepare summary reports as required.
Reports include, but is not limited to:- Monthly Quality
Report, Management Review Summary Information,
Objective/Target Measurements.
Preparation of reports includes gathering information and data
from relevant parties but does not necessarily include
compilation
of data.
Act as Management Representative as required.
Check QSE Department Record System on a regular basis.
7. Accounts officer:
Preparation
documents
the area
preparation

of client invoices along with all necessary supporting

i.e., coordinating with the Engineers and collecting
certification and other relevant document for
of invoices.

 Submission of Invoice to client, collection follow-up and reporting

to HO
Maintain all client records, reconcile debtors ledger with client as
well as with HO
Taking care of Sales Tax for the project Compiling the data &
Filing Monthly Returns & Making the VAT payment on time,
Maintaining all necessary documents pertaining VAT, applying
and collecting the statutory declaration forms from the
department.
Verifying cash and bank vouchers, closing verifying the cash
balances on daily basis.
Entering the cash payment and receipt voucher in SAP SBO
Preparing AP vouchers and entering the vouchers into SAP.
Reconciliation of vendor ledger with advance payment made.
Maintaining the bank book and do the reconciliation with the
Bank statement on monthly basis.
Ensure the timely payment to vendors for local purchases
Verifying the Physical stock along with book stock in regular
intervals @ Main stores
Preparing the monthly attendance sheet and forward to HO on
time for staff salary payment
Taking care of project admin works.
Collection of TDS and WCT Certificate from clients.
Liasioning with Government departments as required by the
management
8. Cost Controller
Assists in Objective Budget preparation by construction
department and helps analyze variances compared to the tender
budget.

 Participates in presentation of Objective Budget to profit center

management.
Prepares monthly Project Activity Report to compare the Actual
Costs versus the Objective Budget released according to the
actual progress of the work.
This involves the following tasks:
o Get actual material quantities from the monthly stock
movement report prepared by stores.
o Prepare local consumable cost allocation.
o Prepare monthly equipment charges.
o Prepare staff cost allocation, labor cost allocation
o Get monthly job cost details from accounting (SAP) and
reconciles with cost control.
Makes analyses to the discrepancies concerning Activity, Billings
and Payments.
Monitors progress billings, follow up certification and collection.
Analyses of variations, claims.
Handles monthly cost control meetings with production team to
discuss financial key issues and makes action plans.
Prepares monthly Project Activity Report Summary and generates
overall Work in Progress value, Accruals and Adjustments to
come up with a reasonable and fair valuation of Monthly
Operating Result (MOR).
Revises end of contract forecasts as per requirement.
Prepares job completion report.
Perform other related tasks which may be directed from time to
time.
9. Purchase coordinator:

Collect Invoices from all delivered materials and equipments.

Check the cost codes and identify the project or job code.
Check amount, taxes involved against delivered quantities.
Coordinate with tax department for C Form application and
issuance to suppliers.
Follow up approval of all invoices for SAP entry.
Liaise with all suppliers and maintain record of stock reports for
the project.
Evaluate delivered cost for all items to every region for cost
control reference.
Liaise with purchasing staff and accounts department for
payment.

10. Stores Incharge:

 Responsible for the physical stock of stores material, inventory

management, Goods receipts, dispatch, store maintenance with
supporting registers/documents complying relevant procedures.
Ensure that store activities are done in accordance with the
requirement.
Co-ordination with regional offices, project sites with regard to
material transfer.
Ensure quality of the goods at the time of receiving as per
specification and quality standards.
Assist to maintain an accurate inventory of goods and material
and the records receipt, issue and delivery of material to sites.
Assist to manage proper storage of goods / material in the stores
and related maintenance.
Assist for housekeeping and security of the stores
Assist to maintain the storage of material in an orderly manner
as prescribed.
Ensure that there is no wastage or loss of material due to
improper maintenance / care, non usage (expiry), etc.
Ensure that proper usage of safety harness / PPE while handling
the material by the labour in the stores.
Strictly adhere to the safety requirements while storing /
handling the material as required by law.
Assist to maintain the equipment with the details size, model,
change of major components, date of purchase etc.
11. Admin Manager
Inward and outward registers maintenance
In charge of Courier Receiving & Dispatch
Facilitating canteen for the managers, engineers and other
personnals.
Issuance of stationeries at site
Maintaining Internal request

 Site office maintenance

Housekeeping and tidiness