Raafay Khalid

Managing the festival wide logistics and facilities function to provide exceptional visitor experience

As an active member of the PMO implemented the client's strategy on ground to facilitate the pilgrims experience for Mahakumbh 2025.

Manage the Festival wide logistics

My roles and responsibilities included delivery of overall Venue Logistics operations for a cluster of venues for the FIFA WC 2022
Strategic Responsibilities-
• To proactively communicate, coordinate and liaise with Qatar 2022 Functions, Supreme Committee, and suppliers to maintain an
integrated supply chain to ensure effective back of house operations.
Operations-
• Venue Planning- Plan the route map and space management. Monitor bump-in, locked down, and bump-out operations.
• Management of receiving and distribution of Furniture, Fixtures and Equipment (FF&E)
• Support with management of assets, distribution within venue, setup/breakdown of spaces and return materials.
• Monitor the Delivery Schedule and allocate resources accordingly. Coordinate and organize daily venue activities.
• Maintain daily/weekly logistics situational reporting.
People Responsibilities-
• Lead my team to perform the tasks as per set standards. Provide guidance and mentor supervisors and conduct daily briefings.
HSnE Responsibilities-
• Maintain plans to fulfill FIFA FWC 2022 Qatar sustainability commitment of minimizing waste.
• Support with maintaining workplace health and safety protocols.
Customer Service Responsibilities-
• Work in collaboration and provide exceptional service to the client and customer group by proactively addressing issues.

My role & responsibilities included managing operations for UPS Expo 2020 small package and provide venue operations, Last Mile,
Delivery Management System (DMS), warehousing and dissolution support for portfolio of clients ensuring customer satisfaction.
Strategic Responsibilities-
• Develop professional relationships with internal teams and external stakeholders to ensure the requirements are met.
• Project Manage several areas and lead the team in crucial meetings with clients and stakeholders.
• Successfully contributed to UPS sustainability program by managing last mile using UPS electric fleet i.e., Rytle, Fernhay & Arrival.
People Responsibilities-
• Assisted my manager in preparing manpower requirement and head count. Recruited, trained, and motivated team members to
achieve project objectives. Resolved personal issues and promoted teamwork and inclusivity.
HSnE Responsibilities-
• Work closely with HR to attain resources for H&S compliance, risk assessments, work methods, employee welfare activities. To
promote sustainability used industrial waste wood for pallets and improvised by making planting pots with leftover pallets.
Operations-
• Successfully monitored the build of UPS Expo compound. Identified the risks, hazards and made contingency plans.
• Distribution & Fleet Management - Moving items to and from UPS Expo, warehouse with JAFZA-Free Zone documentation.
• Delivery Schedule- Monitoring the Master Schedule as per the delivery window and allocating resources accordingly.
• Final Mile- Optimum route planning to deliver for FOH, BOH, Expo Main Office, HOV, contractors.
• SPs, Drivers & Riders -Supervise, train & motivate drivers, riders & SPs to ensure quality service & customer satisfaction.
• Conduct meetings (VTM) & PCM’s- Comprehensive Health and Safety Plan (CHSP) and Covid protocols.
• Inventory Management- Maintaining the inventory of commercial & non-commercial items for the assigned clients.
• Freight Forwarding-Air, Ocean & Road - planning for the movement of goods coming through Air, Ocean & Road via Dubai
ports to Expo site. Specialized Oversized cargo - Collaborate with the 3rd party vendor to decide on the type of vehicle and MHE.
Technical-
• Scanners- Doing the inbound and outbound scans on Tundra and assigning driver loads to SPs. Using Diad for collection and
delivery. Facilitating payments through M-cashier. Mainframe-Keeping the track of small packages on user interface.
• Documentation- Creating Rosters for the SPs and crew, monitoring pre-post trip checklist and filing incident reports.
• Monitoring the GEO tab- for tracking vehicle movement and monitoring driver behavior.
Customer Service Responsibilities-
• Strive to create and foster a customer centric environment by identifying customer needs and proactively build relationships to
determine solutions that meet the customers’ and UPS’s business goals.
• Special Projects-Coordinating with external teams for Dubai Air Show (Gyrocopter), Technology Fair (Chirana), Wartsila,
Hydrogen Bus (Slovakia)Organizing photoshoots with UPS media partners, facilitating VIP & participating in Expo ceremonies.

Strategic Responsibilities- Collaborate with Sales Team and vendors for project requirements & objectives for portfolio of
clients. Prepare project schedule, work breakdown structure, key milestones, and activities. Assign roles/responsibilities.
• Procurement- Research for vendors and do negotiations as per business requirements and monitor activities as per KPI’s.
• Operations- Managed the daily operations with direct reports of 3 civil engineers, 2 irrigation engineers and 2 agriculture
engineers. Monitor the schedule for drivers and supervisors as per the requirements of maintenance and new projects. In
collaboration with internal teams created the delivery schedule and manpower deployment as per the project requirement.
• Client servicing-providing customer service support by resolving issues with diligence with focus on customer satisfaction.

Strategic Responsibilities- Manage portfolio of clients and collaborate with internal teams, and vendors to prepare project plan.
Successfully develop master and detailed schedules with baseline, work breakdown structure and oversee all scheduling activities.
• Procurement- Research for vendors and do negotiations as per business requirements and monitor activities as per KPI’s.
• Operations- Provide status updates and progress reports and analyze critical activities and collaborate with relevant departments.
Oversees daily operations by monitoring manpower deployment and transport schedule ensuring optimum utilization of resources.
• Prepare business correspondence, management reports, quotations, invoices and following up for payments.
• Customer Service- Understanding the customer requirements and proactively addressing customer grievances to resolve issues.

Strategic Responsibilities- Project manage the department activities for planning, implementation, and execution of
Logistics & Transport services to deliver the games.
• Successfully created Logistics Operations Plan with key milestones & prepared RFP to hire the 3PL provider.
• Successfully managed the Logistics Coordination Centre and led the Master Delivery Schedule for scheduling deliveries.
• Operations- Manage a team to capture Room Data Sheet (RDS) for all venues ensuring Furniture, Fixtures & Equipment’s
are scoped for, and the correct pallet and truck count is done to plan and schedule deliveries.
• Worked in collaboration with the 3PL provider to ensure the clients and stakeholders are served as per standards.
• Manage a team to implement the Transport FA schema and VAPP.

Build Strategic relationships with my Logistics internal team, external venue team and collaborate to deliver operations.
• Managed the Logistics operations for venues ensuring quality service with a customer centric approach. Managed the
Master Delivery Schedule and implemented the 4 keys access system. Scheduled deliveries as per available delivery window.
• Successfully coordinated the Bump-In, Lock-Down and Bump-out of venues and provided exceptional customer service.
• Proactively upkeep & maintain the FF&E’s& MHE & maintained excellent communication with external teams,
• Successfully arranged pick & drop of athletes from Airport in coordination with security FA for Doha Challenge.

Strategic Responsibilities- I assisted my director in developing and leading a team for the Logistics FA
• Created the logistics plan in consultation with Event Knowledge Sharing team for Bump In, Locked Down and Bump-Out phase.
• I worked in a team to create the RFP and outlined the roles and responsibilities of 3PL (Agility) provider for Logistics Services.
• Build strategic relationships with internal teams and external stakeholders to collaborate and understand dependencies.
Procurement-In synchronization with the organization’s procurement policy, prepared tender documents, floated RFP, scrutinized
the applications, made comparative charts & negotiations, finalized the vendors, and evaluated performance based on KPI’s.
Operations- Successfully acted as the Venue Delivery Project manager by handling daily operations and managing the built.
Transportation- Implemented the Transport policy and VAPP as per category. Empaneled 18 vendors for providing 220 vehicles
for transportation. Providing customer support & client servicing for all stakeholders and dependent FA’s.
Events Handled: Volunteer’s Program Launch, Uniform & Ticket Launch, General Assembly, Gala dinner at Qutub Minar
& Red Fort, 200 Days to Go-India Gate, Queens Baton arrival in India, A. R. Rehman song.