PROJECT EXECUTION

ENGINEERING PLANNING CONSULTANCY TEAM

STAFF RESPONSIBILITY MANUAL

Individual Role Descriptions — For Internal Distribution
Issued by: Ahmed Tashvik

No. Role Primary Focus

01 Architect Design, drawings, approvals of client
02 Structural Engineer Structural analysis, preparing structural drawings,
providing hard copy of working drawings & site
oversight
03 Project Manager Client dealing, planning, contracts, supplier
management & reporting
04 Site Engineer Field execution, quality control, setting out & daily
records
05 Accounts Budget, payments, cost reporting & financial
compliance

Please read your section carefully, retain this document, and report to the Project Manager with any questions.
 ROLE 01

Architect
Design Authority — Drawings, Specifications & Approvals

The Architect is the design authority for the project. Every physical element of the building — its
form, materials, spaces, and finishes — originates from the Architect's drawings and specifications.
No work may deviate from approved architectural drawings without written consent from both the
Architect and Project Manager.

A. Pre-Construction: Design & Documentation

▪ Prepare the full set of architectural drawings including: site plan, floor plans for all levels,
sections (longitudinal and cross), all elevations (North, South, East, West), roof plan, and
reflected ceiling plans.
▪ Develop detailed drawings for all critical junctions: staircase, lift core, toilet/wet areas, canopy,
entrance, and rooftop.
▪ Produce a finishes schedule listing material, colour, texture, and supplier reference for every
room and facade zone.
▪ Prepare door and window schedules with sizes, frame types, glazing specification, and
hardware.

B. Regulatory Approvals
▪ Compile and submit the Building Permit application to the local authority (RAJUK /
municipality) with all required drawings and forms. (Anybody can prepare the Masterplan with
the consultation of designated Architect)

C. Consultant Coordination
▪ Issue architectural drawings to the Structural Engineer as the basis for structural design —
maintain a drawing register with revision history.
▪ Coordinate with MEP (Mechanical, Electrical, Plumbing) consultants to integrate service
routes, shaft locations, and duct openings into the architectural drawings.
▪ Review structural and MEP drawings to ensure no conflict with the architectural design intent;
flag clashes in writing to the Project Manager.

D. Construction Phase Duties

▪ Issue construction documents (CDs) in coordinated sets to the Site Engineer; maintain a live
drawing register.
▪ Respond to all Request for Information (RFI) queries from the site within 48 hours of receipt.
▪ Conduct minimum fortnightly site visits; issue a written Architect's Site Visit Report (ASVR)
after each visit.
▪ Review and approve material samples and mock-up panels submitted by the contractor before
bulk procurement.
▪ Issue Architect's Instructions (AI) for any design changes; all AIs must be cost-assessed
before issue.
▪ Prepare As-Built drawings after the completion of each major phase and a final consolidated
set at project handover.

! The Architect does NOT manage the contractor directly on site. All instructions to the contractor
on site must pass through the Project Manager or Site Engineer to avoid conflicting directions.
 02

Structural Engineer
Structural Safety — Analysis, Design & Quality of Construction

The Structural Engineer is responsible for the safety and integrity of the building's load-bearing
system. This role covers everything from the foundation in the ground to the roof slab above —
ensuring the structure can resist all gravity loads, wind loads, seismic forces, and live loads over the
building's design life.

A. Soil & Foundation Investigation

▪ Review the Soil Investigation (SI) report: boring logs, SPT values, soil classification, and
groundwater table depth.
▪ Determine the safe bearing capacity and recommend foundation type: isolated footing,
combined footing, raft, or pile foundation.
▪ Specify foundation depth, size, reinforcement, and concrete grade based on SI findings.
▪ Design dewatering system and shoring if groundwater is encountered during excavation.

B. Structural Analysis & Design

▪ Analyse the building using structural software (ETABS / STAAD Pro) for gravity, wind, and
seismic load combinations per BNBC.
▪ Design all RCC elements: columns, beams, slabs, shear walls, staircase, lift pit, and retaining
walls.
▪ Specify concrete grade, steel grade, and water-cement ratio for each element.
▪ Determine and document all reinforcement requirements: bar sizes, spacing, cover, lap
lengths, and anchorage.

C. Drawing & Schedule Production

▪ Produce structural General Arrangement (GA) drawings for every level: footing plan, column
layout, beam layout, and slab reinforcement plan.
▪ Prepare Bar Bending Schedules (BBS) for every structural element — this is the Site
Engineer's primary reference for rebar ordering and cutting.
▪ Issue load calculations and design basis report for authority submission.

D. Site Oversight Responsibilities

▪ Conduct minimum monthly structural site inspections; inspect foundations before concrete
pour.
▪ Approve the concrete mix design submitted by the contractor before any structural pour
commences.
▪ Inspect rebar placement against BBS before every major pour; co-sign the pour approval
checklist.
▪ Respond to all structural NCRs (Non-Conformance Reports) raised by the Site Engineer within
24 hours.
▪ Issue structural completion certificates for each phase: foundation, superstructure, roof.

! The Structural Engineer must be contacted IMMEDIATELY if: any cracking is observed in
structural members, actual soil conditions differ from the SI report, or any unauthorised structural
modification is requested by the contractor.
 ROLE 03

Project Manager
Command Centre — Client, Planning, Contracts, Suppliers & Reporting

Project Manager hold overall command of the project. He is the single point of accountability to the client and
the primary decision-maker on all matters of cost, programme, procurement, and team coordination. Every
other role on this project reports to project manager.

A. Client Management & Communication

▪ Serve as the sole authorised point of contact between the project team and the client — no other team
member shall make commitments to the client without your approval.
▪ Conduct formal client progress meetings: minimum monthly, or as stipulated in the contract.
▪ Present monthly progress reports to the client covering: % complete, cost status, programme update,
risks, and decisions required.
▪ Manage all client-initiated changes: assess impact on cost and time, prepare a Change Order, obtain
written approval before instructing implementation.
▪ Maintain a Decision Log of all client approvals, instructions, and variations with dates and references.

B. Project Planning & Programme Management

▪ Prepare the Work Breakdown Structure (WBS) and assign each activity to a responsible party.
▪ Conduct weekly internal team meetings; update the programme, record delays, and issue an Action
Log.
▪ Monitor schedule variance weekly; initiate recovery action when any critical activity is more than 5 days
behind programme.

C. Supplier Management — Primary Responsibility

▪ You are responsible for ALL supplier relationships. No supplier shall be engaged without your written
approval.
▪ Prepare or review Material Procurement Schedule: identify every material category, lead times, and
required-on-site dates.
▪ Source minimum three quotations for every material category above a defined threshold value.
▪ Evaluate quotations against: price, quality standard, delivery schedule, payment terms, and supplier
track record.
▪ Negotiate and execute purchase orders or supply agreements.
▪ Monitor supplier delivery performance; chase overdue deliveries and arrange alternatives if supply is at
risk.
▪ Maintain a Supplier Register with contact details.
▪ Coordinate with Site Engineer on material delivery scheduling to avoid site congestion or storage
damage.

D. Contractor & Contract Administration

▪ Prepare Bill of Quantities (BOQ) and tender documents; issue to prequalified contractors.
▪ Evaluate tenders; prepare bid analysis and recommendation report for client approval.
▪ Administer the construction contract: manage interim payment certificates, variations, extension of time
claims, and final account.
▪ Issue formal Variation Orders for all scope changes; no site work may proceed on a variation without a
signed VO.

E. Risk, Health & Safety Oversight

▪ Ensure the contractor has a Site Safety Plan.
▪ Report any serious incident or near-miss to the client immediately; initiate investigation.

! As Project Manager, you are the person the client holds responsible for the entire project — budget, time,
quality, and safety. Delegate tasks to the team but never delegate this accountability.
 ROLE 04

Site Engineer
Field Authority — Setting Out, Quality Control & Daily Execution

The Site Engineer is the Project Manager's eyes and ears on the construction site. You are
responsible for translating drawings into physical construction, maintaining quality at every stage,
and ensuring nothing is built incorrectly. When in doubt about any drawing or instruction, STOP
work and seek written clarification project manager before proceeding.

A. Setting Out & Survey Control

▪ Establish the site grid from the approved setting-out drawing using a Total Station or
Theodolite if needed.
▪ Set all column centre lines and transfer to each floor as construction rises using a plumb bob
or optical plummet.
▪ Establish and protect the Site Benchmark (TBM) at the start of the project; all level works must
reference this TBM.
▪ Verify excavation depths and base levels before any blinding concrete is poured.
▪ Check formwork alignment and level before every pour; record deviations greater than 5mm
and report to Structural Engineer.

B. Reinforcement (Rebar) Inspection — Before Every Pour

▪ Compare actual rebar layout against the Bar Bending Schedule (BBS) provided by the
Structural Engineer.
▪ Check: bar diameter (use vernier caliper if in doubt), spacing, cover (use proper cover blocks
— according to design instructions), lap length, and anchorage at supports.
▪ Verify stirrup spacing and hook angles at column-beam junctions.
▪ Sign and date the Pour Approval Checklist with the Structural Engineer before any concreting
begins — NEVER allow a pour without this approval.

C. Concrete Quality Control

▪ Maintaining the mixing ration and water cement ratio.
▪ Supervise concreting: ensure proper vibration (poker vibrator at 450mm centres, do not over-
vibrate), no cold joints, and continuous pour for each element.
▪ Ensure curing begins within 24 hours of pour: wet hessian/polythene cover for minimum 14
days for structural elements.
▪ Alert Structural Engineer immediately if any kind of mistake or error scene on the structure.

D. Daily Site Management

▪ Maintain the Site Diary every day without exception: record date, weather, manpower count
(skilled / unskilled), work carried out, materials received, and any instructions issued.
▪ Check that materials delivered to site match the approved sample and purchase order
specification before allowing off-loading.
▪ Supervise sub-contractors for masonry, waterproofing, plastering, and tiling — check
workmanship against the Architectural Specification.
▪ Issue a Non-Conformance Report (NCR) for any defective work; ensure corrective action is
completed and recorded before covering up.
▪ Report daily progress to the Project Manager: work completed today, work planned tomorrow,
and any issues requiring PM decision.
▪ Write work progress report with details (reason delaying) or every 15 days and submit during
the meeting in the office

E. Health & Safety on Site

▪ Enforce PPE daily: hard hat, safety boots, high-visibility vest mandatory for all personnel on
site without exception.
▪ Inspect scaffolding weekly; ensure it is erected by a competent person and has guardrails, toe
boards, and safe access.
▪ Ensure any work in excavations deeper than 1.2m has proper shoring or battered sides.
 ▪ Maintain a site first aid kit; know the nearest hospital and emergency contact numbers.

! The Site Engineer must NEVER allow work to proceed on a Variation or design change unless a
written Variation Order has been issued by the Project Manager. Verbal instructions from any
party, including the Architect, do not constitute authority to build.
 ROLE 05

Accounts
Financial Control — Budget, Payments, Cost Reporting & Compliance

The Accounts team is responsible for ensuring every taka of project expenditure is authorised, correctly
recorded, and tracked against the approved budget. You do not make procurement decisions — those are
made by the Project Manager — but you ensure all financial transactions are processed correctly, on time,
and in compliance with tax regulations.

A. Budget Management & Cost Planning

▪ Receive the approved project budget from the Project Manager at project start; set up cost codes for
each work package.
▪ Maintain the Project Cost Ledger: record all committed costs (POs raised), certified costs (invoices
approved), and actual costs (payments made).
▪ Track budget vs actual monthly; issue a Cost Variance Report to the Project Manager by the 5th of each
month.
▪ Flag immediately to the Project Manager when any cost code reaches 80% of its budget allocation.

B. Supplier & Contractor Payments

▪ Receive all supplier invoices; verify against the Purchase Order raised by the Project Manager before
processing.
▪ Receive contractor progress payment certificates certified by the Project Manager and Site Engineer;
process within the contractual payment period.
▪ Maintain a Payment Register: supplier name, invoice number, amount, payment due date, and actual
payment date.
▪ Manage Retention Money: deduct the agreed retention percentage from each contractor payment
certificate; release at Practical Completion and again at the end of the Defects Liability Period.
▪ Process advance payments only when authorised in writing by the Project Manager; ensure advance
recovery is tracked.

C. Petty Cash & Site Expenditure

▪ Issue petty cash to the site against a signed requisition approved by the Project Manager or Site
Engineer.
▪ Reconcile petty cash weekly against receipts; no payment to be made without a receipt or bill.
▪ Cross-check site material purchases against the Site Diary and Delivery Notes provided by the Site
Engineer.

D. Tax, Statutory Compliance & Audit

▪ Deduct Tax at Source (TDS/withholding tax) on all contractor and supplier payments as per NBR rates;
deposit to government within the statutory deadline.
▪ Ensure VAT is correctly applied and accounted for on all taxable supplies.
▪ Maintain all original invoices, delivery notes, and payment receipts in an organised project file — these
are required for audit.
▪ Prepare the Final Account Statement at project completion: total expenditure per cost code vs budget,
with variance explanations.

E. Financial Reporting to Project Manager

▪ Submit a weekly cash flow statement: funds received from client vs payments made and outstanding.
▪ Flag any payment to a supplier or contractor that has not been verified by the Site Engineer — do not
process unverified invoices.
▪ Maintain confidentiality of all financial data; do not share cost information with contractors or suppliers
without the Project Manager's written authority.

! Accounts must NEVER process a payment based on a verbal instruction. Every payment must have: (1) a
Purchase Order from the Project Manager, (2) a delivery note or work completion confirmation from the Site
Engineer, and (3) a valid invoice from the supplier or contractor.
Quick Reference — Who Does What

Activity Architect Struct. Eng. Project Mgr Site Eng. Accounts

Client communication — — LEAD — —

Supplier management — — LEAD SUPPORT —

Design drawings LEAD SUPPORT REVIEW — —

Structural design SUPPORT LEAD REVIEW — —

Building permit LEAD — COORD. — —

Master programme — — LEAD INPUT —

Setting out on site — — — LEAD —

Rebar inspection — APPROVE — LEAD —

Concrete quality — APPROVE — LEAD —

Daily site diary — — — LEAD —

Purchasing / PO — — LEAD VERIFY PROCESS

Invoice payment — — APPROVE VERIFY LEAD

Budget tracking — — LEAD — LEAD

Monthly cost report — — LEAD — PREPARE

Tax compliance — — — — LEAD

Risk management — — LEAD INPUT INPUT

As-built drawings LEAD — — ASSIST —

Key: LEAD = owns this activity entirely APPROVE = must sign off SUPPORT/VERIFY/INPUT = assists
— = not involved