Shams ElKhwanky

- Provide a service to all members of the board in connection to their roles as directors. - Support the chairman in all aspects of his/her job - Compilation and management of company files (articles of incorporation, regulations, share register, minutes, monthly reports and annual report, etc.) - Compilation and periodic update of a meetings folder for board meetings, containing all the necessary documents enabling members of the board to effectively carry out their duties - Assist with the preparation and amendment of organizational regulations, allocation of authority document, corporate governance and risk management guidelines - Preparation of invitations to board meetings and the General Assembly in consultation with the chairman of the board - Timely delivery of the necessary documents for board meetings and the General Assembly - Reservation and organization of premises, technical facilities for board meetings, the AGM and other meetings in consultation with the chairman - Taking minutes at board meetings, the General Assembly and other meetings on the request of the chairman (such as committee meetings, strategy meetings, etc.) and delivery of final minutes within 14 days to all individuals on the distribution list - Create and update the pending items/open issues list for the board of directors and the executive management - Application for registration of changes and deletions in the commercial register - Assist in the design and content of the annual report, particularly in the areas on corpo- rate governance and compliance - Informing members of the board on any changes in legislation or law, as necessary and helpful for the board’s ability to exercise their duties - Assist in the set up and support of legal management (drafting of contacts, review of contracts, terms and conditions) to the extent required by the board - Annual reporting to auditors on any current litigation

Negotiates with suppliers to draw up procurement contracts: Negotiates, administers, extends, terminates, and renegotiates contracts.

Formulates and coordinates procurement proposals.

Directs and coordinates activities of workers engaged in formulating bid proposals.

Evaluates or monitors contract performance to determine necessity for amendments or extensions of contracts, and compliance to contractual obligations.

Approves or rejects requests for deviations from contract specifications and delivery schedules.

Arbitrates claims or complaints occurring in performance of contracts.

Analyzes price proposals, financial reports, and other data to determine reasonableness of prices.

May negotiate collective agreements

Personal assistant for the Italian General Manager and Managing Director.

I have worked during this period as an office manager for the Chairman Asst. for Finance and at the same time as Bid Committee reporter.

I work as an office manager with the Deputy Operations General Manager since March, 2006 till December, 2012 at Agiba Petroleum Company (a joint venture Co.).
receive and direct visitors and clients
general clerical duties including photocopying, fax and mailing
maintain electronic and hard copy filing system
retrieve documents from filing system
handle requests for information and data
resolve administrative problems and inquiries
prepare written responses to routine enquiries
prepare and modify documents including correspondence, reports, drafts, memos and emails.
schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors.
prepare agendas for meetings and prepare schedules .
record, compile, transcribe and distribute minutes of meetings .
open, sort and distribute incoming correspondence .
maintain office supply inventories .
coordinate maintenance of office equipment .
coordinate and maintain records for staff, telephones.