Ntokozo Shabalala

I am a highly dependable, resourceful, and goal-oriented individual with extensive experience spanning over 15 years in various areas such as events coordination, office management, and facilities management. Throughout my career, I have consistently demonstrated professionalism, integrity, and a creative approach to my work. With a strong aptitude for managing diverse teams and handling complex tasks, I excel in prioritizing assignments and making well-informed decisions.

Moreover, I possess excellent interpersonal skills, allowing me to effectively collaborate with customers and stakeholders.

Qualified with key skills as follows:

Good Communicator | Office & Facilities Management | Space Management | Decision Maker |Able to Multitask |Project Management and Leadership Skills | Organizational Skills| Events Management | Advance Computer Skills | Service Level Agreement |Office Equipment Management | Budget Management | Health & Safety | Fleet Management

July 2014 to date : ALLAN GRAY ORBIS FOUNDATION (Johannesburg Office)

Events And Logistics Coordinator:- 

• Coordinate all travel arrangements for groups and individuals, both domestic and international. This includes:
  • Sourcing and booking appropriate air tickets.
  • Sourcing and booking suitable accommodations.
  • Arranging car rentals as needed.
  • Assisting with visa procurement.
  • Coordinating transfers.
  • Managing payment processing and tracking for travel expenses, including coding to relevant budgets.
• Collaborate with internal teams to understand the objectives and requirements of each event, providing guidance and recommendations.
• Organize and facilitate online events on various platforms such as MS Teams, Zoom, Crowdcast, and Hopin.
• Identify suitable venues for different types of meetings.
• Manage the events project plan while ensuring that contracts are in place with logistics service providers, and handle financial transactions.
• Negotiate rates with hotel groups, conference facilities, guest houses, and other service providers.
• Initiate, process, and reconcile costing sheets for meetings, ensuring adherence to the proposed budget.
• Create and maintain contact lists for all service providers, including email, phone, and address details.
• Reconcile invoices from event and logistics service providers with their respective statements.
• Conduct site inspections and provide recommendations to teams.
• Conduct post-event evaluations to assess success, identify areas for improvement, and make recommendations for future events.
• Process supplier invoices and expense claims using internal tools and software.
• Ad hoc duties
  • AGEC, Fellowship and Scholarship campaign activations at school and career expos.
  • Conduct national and regional radio interviews for Fellowship and Scholarship selection campaigns.
  • Conduct selection interviews for Fellowship and Scholarship selection.
  • Events and logistics support to different entities in the Allan & Gill Gray Philanthropies.
  • January – November 2018
    • Set up and managed the Fellows co-working space on behalf of the Association of Allan Gray Fellows at Wits University's Tshimologong Precinct.
    • Purchased furniture and equipment required for the space.
    • Served as the point of contact for the landlord and service providers.
    • Updated the Tshimologong facilities manager on Fellows who needed to be added or removed from the biometric database.
    • Managed desks’ bookings and provided monthly reports.

Top of Form

February 2023 to May 2023: ALLAN & GILL GRAY PHILENTHROPIES SA

Project Management of the office construction:- 

• Project management of the office construction:
  • Oversee the planning, execution, and completion of the office construction project.
  • Ensure that the project is completed on time, within budget, and to the agreed-upon specifications.
  • Manage the relationships with the landlord, contractors, and other stakeholders.
  • Provide weekly updates to Talent.
• Dealing with the landlord:
  • Communicate with the landlord about any issues or concerns.
  • Ensure that the landlord is aware of the company's needs and requirements.
• Dealing with different service providers:
  • Select and contract with service providers, such as janitorial services, security services, and IT services.
  • Monitor the performance of service providers and ensure that they are meeting the company's expectations.
  • Resolve any issues or problems that arise with service providers.
• Facilitate the purchase of the IST office equipment:
  • Identify the needs of the company for office equipment.
  • Negotiate and place orders.
  • Receive and inspect equipment.

• Coordinate the office move:
  • Plan the move and coordinate with the landlord, contractors, and employees.
  • Facilitate the packing and unpacking of equipment and furniture.
  • Ensure that the move is completed on time and within budget.
• Occupational health and safety:
  • Ensure that the office is safe for employees.
  • Comply with all applicable health and safety regulations.
  • Facilitate the access cards and office keys allocation to Talent.

December 2013 – May 2014: ALLAN GRAY ORBIS FOUNDATION (Cape Town Office) 

Secondee Office & Facilities Manager: -

• Facilitating access control to buildings and offices.
• Facilitating and space planning for future operational requirements.
• Managing repairs and renovations required to building and office facilities.
• Conducting annual asset audit of all office furniture and technical equipment (e.g. computers, video cameras, data projectors, laptops, printers, etc )and present recommendations to management.
• Managing approved decision and implement solutions accordingly (e.g. repairs, replacements, disposal, donation, etc)
• Set-upping computers and access for all new and temporary Talent.
• Providing desktop support for all technology e.g. computers, 3G cards, etc.
• Set up and administer all telephony requirements e.g. telephone numbers, fax numbers, fax to email, etc.
• Negotiate contracts and manage service level agreements with outsource providers. 
• Administer all user access for computers, printers, faxes, server log-ins, etc.
• Provide basic training and skills development to Foundation Talent for all standard Foundation software and technology.
• Manage and establish all office related procedures and protocols.
• Manage scheduling of conferences.
• Interact with internal clients to provide and process information in response to inquiries, concerns and
• Schedule and assign employees and following up on work results.
• Maintaining office staff by recruiting, selecting, orienting, and training employees.
• Motivate and facilitate training interventions for team members.
• Full management of Cleaning / Office Assistants /contracting personnel perform their duties as outlined in their job descriptions.
• Preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Reconcile invoices to statements at month-end.
• Negotiate contracts, manage service level agreements and database of outsourced service providers.

June 2012 – June 2014: ALLAN GRAY ORBIS FOUNDATION (Johannesburg Office)

Office Support Coordinator:-

• Facilitate access control to buildings and offices.
• Facilities and space planning for future operational requirements.
• Manage and scheduling of conferences.
• Facilities team management. 
• Implement and maintain office policies and procedures.
• Monitoring and response to the security alarm system and security alerts.
• Liaising with service providers and maintaining the database.
• Foundation’s equipment control and management.
• Stationery control and management.
• Service provider accounts reconciliation.
• Negotiate contracts and manage service-level agreements with outsourced service providers.
• Budget management.
• Events management.
• Environment, health and safety compliance and audits.
• Managing repairs and renovations required to building and office facilities.
• Provide desktop support to Talent.
• Administer all Talents’ IT requirements.
• On-boarding of new Talent from functional perspective.
• Diary management for the Fellowship Director including handling all enquiries and screening of calls.
• Provide basic training and skills development to foundation talent for all standard foundation software and technology.

December 2010 – May 2012: SWISS AGENCY FOR DEVELOPMENT AND COOPERATION 

System and Logistics Administrator:-

• Facilities management.
• Organisation vehicle purchases and management and coordinate diplomatic courier & logistics.
• Manage and provide full administration of vehicles, assets, IT systems, and maintenance. 
• Office and telecommunication management.
• Coordination of office move.
• Provide adequate working facilities for all long and short-term staff and daily operations. 
• Staff IT support and administration through liaising with headquarters in Berne, Switzerland. 
• Responsible for the procurement of vehicles, office equipment and services related to office premises.
• Liaise with office and expatriate’s homes primary services providers to ensure that services are procured and rendered according to contracts. 
• Arrange for and oversee the maintenance of office equipment and IT systems and maintain relevant trackers and logs. “Troubleshoot” all program IT problems as primary liaison with the service provider.
• Event management and arrange all travel and hotel accommodation requirements for the cooperation office and consultants.
• Diplomatic and ordinary business visas and passport applications.
• Identify and secure services from reputable venues and service providers.
• Coordinating venue management, caterers, stand designers, contractors and equipment hire.
• Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly.

November 2007 – November 2010: THE AIDS CONSORTIUM 

Logistics Coordinator and Senior Administrator:-

• Logistics and administration for the organization.
• Management of the telephone management system (add and remove users, monitor & reporting).
• ICT Management (add and remove users, set user preference & maintenance).
• Facilities and fleet management.
• Coordination of office move.
• AC Affiliate Database management (edit, add& remove records, collate, interpret and present reports)

  Identify and secure services from reputable service providers.

• Liaising with different department to ascertain their precise event requirements;
• Producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);
• Agreeing to and managing a budget;
• Securing and booking a suitable venue or location;
• Ensuring insurance, legal, health and safety obligations are adhered to;
• Coordinating venue management, caterers, stand designers, contractors and equipment hire;
• Organising facilities for car parking, traffic control, security, first aid, hospitality and the media;
• Identifying and securing speakers or special guests;
• Planning room layouts and the entertainment programme, scheduling workshops and Coordinating staffing requirements and staff briefings;
• Preparing delegate packs and papers;
• Liaising with marketing and PR colleagues to promote the event;
• Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly;
• Overseeing the dismantling and removal of the event and clearing the venue efficiently;
• Post-event evaluation .

October 2005 – October 2007: TOWNSHIP AIDS PROJECT

IT Support And Administrator:-

• First line computer support & maintain computers on TAP’s inventory.
• Maintain emails, user account and passwords.
• Prepare and manage basic computer training.
• Perform administration duties.
• Keep database of all trained participants.
• Print Certificates.
• Prepare Basic HIV/AIDS and Lay. 
• Counselling training materials.
• Design PowerPoint presentations for Basic HIV/AIDS and Lay Counselling training.
• Assist with Basic HIV/AIDS and Lay Counselling training.
• HIV/AIDS Lay Counseling at TAP’s VCT sites.
• Training Coordination and design training schedule.

September 2004 – September 2005: TSA-BOTSOGO COMMUNITY DEVELOPMENT

Sales and Marketing Coordinator:-

• Handle telephone enquiries.
• Implement initiatives to ensure ongoing customer satisfaction.
• Perform administration duties.
• Events coordination and management.
• Sales and marketing.
• Facilitate support groups.

January 1999 – Dec 2001: PC TRAINING & BUSINESS COLLEGE IN ALBERTON & SOWETO

Lecturer & Student Assistant:-

• Compiling and designing practical exercises.
• Lecture in computer practical.
• Perform administration duties.
• Compile weekly/monthly reconciliation.
• Recruiting potential students.
• Assist students with registration procedures.
• Receiving fees and issuing receipts and invoices.

KEY PROFESSIONAL QUALIFICATIONS:-

 

Institution: University of Cape Town

Course: Occupational Health and Safety

Subjects: Introduction to OHS, Organisation of health and safety management, Risk assessment and control, Managing hazards, Managing machinery, power sources and other equipment, Managing hazardous substances, Managing health stressors and training, Managing construction activities and incidents, Preventing, preparing for and responding to fires, and Managing health and safety performance

Year 2018

Institution: University of Cape Town

Course: Facilities Management 

Subjects: Facilities management in context; Leadership and strategy; Policies and process: Communication and implementation; Maintenance; life cycles and budgeting; Maintenance, life cycles, and budgeting; Managing projects and stakeholders; Tendering and contract management; Compliance and Occupational Health and Safety; Technology, system, and process for business

Year 2017

 

Institution: Rosebank College (The Independent Institute of Education)

Course: Project Management 

Subjects: Project Life-Cycle, Feasibility Study, Project Selection & Estimating, Scope Management, Critical Path Method, Gantt Charts, Procurement Schedule, Recourse Planning, Projects Accounts & Planning, Project Matrix and Risk Management

Year 2011

Institution: Computer Society South Africa

Course: International Computer Driving Licence

Syllabus Ver: 4

Subjects: Basic Concepts of IT, Using the Computer and Managing Files, Word Processing,

Spreadsheets, Databases, Presentation, Information and Communication

Year 2007

 

Institution: PC Training & Business College

Course: Business Diploma in Bookkeeping and Advanced Computer Based Accounting

Subjects: Accounting, Business Management, Business English, Pastel Accounting, Turbo Cash, Microsoft Office, Corel Smart Suite, Lotus Smart Suite

Year: 1998

Institution: Mgazi High School 

Grade: 12 (Matric)

Subjects: Zulu, English, Mathematics, Accounting, Business Economics and Economics

Year: 1997