Facilities Maintenance Support Specialist

Marie Stopes Uganda (MSU), part of MSI Reproductive Choices, is seeking a skilled and proactive Facilities Maintenance Support Specialist to join our dynamic team in Kampala, Uganda. This role is pivotal in ensuring the smooth operation and maintenance of our facilities and fleet, contributing to our mission of providing accessible, high-quality reproductive healthcare services.

As a Facilities Maintenance Support Specialist, you will be responsible for performing routine maintenance tasks, including repairing and maintaining equipment, inspecting facilities, and ensuring all areas meet safety standards. Your duties will involve troubleshooting mechanical issues, conducting regular inspections, and coordinating with vendors for specialized repairs when necessary. Additionally, you will oversee installation processes, ensure routine maintenance is performed, and address repair needs promptly. The role also encompasses responsibilities within transportation and logistics, including coordination and optimization of supply chains, as well as active participation in business operations, such as strategic planning and process improvement. Furthermore, the role may extend to involvement in social services and nonprofit initiatives, fostering community engagement and program development.

Key responsibilities include conducting thorough inspections and evaluations of vehicles to assess their condition, identifying any defects, damages, or maintenance needs. You will analyze vehicle history reports and operational performance to determine service requirements and safety compliance, document findings accurately, and recommend appropriate corrective actions or repairs. Compliance with established maintenance schedules is required to ensure adherence to all outlined plans and protocols. The role necessitates thorough familiarity with maintenance procedures, safety standards, and regulatory requirements to uphold operational integrity. Diligence in executing scheduled tasks, documenting work performed, and verifying completion against predefined criteria are critical responsibilities. Additionally, the position demands proactive monitoring of equipment condition, timely reporting of deviations, and collaboration with cross-functional teams to resolve issues efficiently.

You will be responsible for AMIS Data Management, overseeing the integrity, accuracy, and security of financial data within the system. This role requires proficiency in financial management information systems, with a strong emphasis on data validation, reconciliation, and compliance with regulatory standards. Responsibilities include maintaining databases, generating reports, and ensuring seamless data flow between departments, all while adhering to strict data governance policies. Cost tracking involves maintaining a detailed analysis of expenditures to ensure alignment with budgetary constraints and financial objectives. This role requires vigilant oversight of spending patterns, regular review of financial statements, and timely identification of discrepancies or inefficiencies. Candidates should possess strong analytical skills, proficiency in financial reporting tools, and a meticulous approach to data verification. Responsibilities include reconciling accounts, forecasting future costs, and implementing corrective measures to optimize resource allocation while maintaining fiscal discipline.

When an incident occurs, you will be responsible for documenting and reporting it accurately and promptly. This includes gathering all relevant information, assessing the impact, and ensuring that stakeholders are informed in accordance with established protocols. You must adhere to company policies and regulatory guidelines throughout the process to maintain compliance and transparency.

The incumbent is responsible for compiling and analyzing performance metrics related to fleet operations, ensuring accurate and timely reporting. This role involves tracking key indicators such as vehicle utilization, fuel efficiency, maintenance costs, and downtime to identify trends and areas for improvement. The position requires proficiency in data management tools and software, along with strong analytical skills to interpret fleet performance data effectively. Additionally, the individual will prepare detailed reports for management, highlighting operational efficiencies, cost-saving opportunities, and compliance with safety regulations. Collaboration with maintenance teams and other stakeholders is essential to implement corrective actions and optimize fleet productivity.

General Support Key Actions include developing and tracking Key Performance Indicators (KPIs) and other metrics to evaluate performance and progress toward organizational goals, ensuring alignment with strategic objectives and providing actionable insights for continuous improvement. You will perform regular vehicle inspections and evaluate maintenance requirements to ensure optimal performance and safety. Achieving a high inspection compliance rate hinges on the efficient identification and resolution of issues. The role prioritizes tracking the proportion of identified issues that are successfully addressed, ensuring adherence to regulatory standards and minimizing operational disruptions. Strong analytical skills are essential to evaluate discrepancies between unresolved and resolved issues, enabling data-driven decisions to enhance compliance performance.

To guarantee compliance with the established annual vehicle service plan, you will meticulously oversee and confirm all scheduled maintenance activities and inspection protocols throughout the year. Ensuring full adherence to the service schedule is essential, as any missed services must be strictly avoided. Address reported maintenance issues in a timely and efficient manner, ensuring all tasks are thoroughly completed and resolved before closing them. Timely resolution of open issues is essential to maintain operational efficiency and service reliability. Ensuring data integrity, maintaining up-to-date system records, and guaranteeing the completeness of information are critical priorities. Swift and precise system updates are essential to support operational efficiency and decision-making processes. Every record must be thoroughly documented to uphold compliance standards and provide reliable insights for analysis.

The position is responsible for tracking and analyzing expenditures to ensure adherence to budgetary constraints and financial objectives. This role involves regularly reviewing financial reports, identifying variances, and recommending cost-saving measures where feasible. The ideal candidate must possess strong analytical skills, proficiency in financial software, and the ability to communicate findings clearly to stakeholders. Key responsibilities include monitoring expenses, forecasting future costs, and collaborating with departments to optimize resource allocation while maintaining financial discipline. Track maintenance spending diligently and promptly identify any deviations from established budgets. Monitor financial performance by proactively tracking and analyzing budget variances to swiftly detect any deviations from projected costs, enabling timely corrective actions and preventing potential overruns.

Compile detailed documentation of vehicle malfunctions and incidents, ensuring accuracy and completeness in all records. Prepare comprehensive reports that summarize failures, accidents, and their associated circumstances for further analysis and review. Ensure reports are submitted promptly, adhering to strict deadlines. Maintain meticulous attention to detail to guarantee both the thoroughness and high standard of all documentation produced. Prepare weekly documentation summarizing fleet availability metrics alongside maintenance operations conducted throughout the reporting period. Ensure the timely submission of reports, maintain fleet availability at the target rate, and achieve the required maintenance completion rate consistently. Execute various departmental tasks and responsibilities as assigned to ensure operational needs are met promptly and effectively. Demonstrates a strong ability to consistently achieve assigned tasks within established deadlines while maintaining high responsiveness to workload demands.

The Task Matrix Annex outlines key responsibilities and required qualifications for this role. Candidates must possess a minimum of three years of relevant experience in project management, with a proven ability to oversee cross-functional teams and deliver projects on schedule and within budget. Proficiency in industry-standard software, such as Microsoft Project or Jira, is essential, along with strong analytical and problem-solving skills. The role involves developing and implementing project plans, monitoring progress, and ensuring alignment with organizational objectives. Excellent communication and stakeholder management abilities are critical to effectively coordinate between teams, leadership, and external partners. Additionally, the position requires a bachelor’s degree in a related field or an equivalent combination of education and experience.

Frequency Responsibilities include overseeing workflow coordination, managing project timelines, and ensuring adherence to company policies and procedures. Additionally, this role requires conducting team meetings, delegating tasks effectively, and evaluating performance metrics to drive productivity improvements. The successful candidate must possess strong organizational and communication skills, along with the ability to prioritize workloads under tight deadlines. Proficiency in relevant software tools, such as project management platforms and data analysis software, is essential.

Conduct thorough vehicle inspections, meticulously completing all required checklists to ensure compliance and safety standards are met. Promptly log any defects or issues identified into the AMIS system to facilitate timely resolution. Fulfill assigned maintenance work orders with precision and efficiency, adhering to established procedures. Maintain a clean, organized workshop environment to support productivity and safety. Ensure all data entry and reporting are performed accurately to uphold operational integrity. Generate and oversee repair and maintenance schedules while ensuring strict adherence to established timelines. Identify and resolve outstanding repair and maintenance issues promptly. Maintain accurate and up-to-date records of repair and maintenance activities within Appoint. Assist in compiling reports on mechanically available vehicles as needed. Contribute to the timely preparation and submission of incident reports.

Monthly responsibilities include monitoring service completion rates, overseeing maintenance backlogs, and promptly elevating any delays to appropriate stakeholders. Ensuring the integrity and completeness of AMIS data is a key duty, alongside contributing to fleet availability objectives. Additionally, the role involves compiling and forwarding maintenance reports as required.

Proven experience and proficiency are required, with a solid background in relevant fields and demonstrated expertise in essential skills. Candidates must exhibit a proactive attitude, strong problem-solving abilities, and a commitment to continuous professional development. Excellent communication and interpersonal skills are also necessary to collaborate effectively within a team environment. Earned an Ordinary Diploma in either Automotive Engineering or Mechanical Engineering.

Requires a minimum of two years of practical experience in Fleet Management and Motor Vehicle repairs. Proficient in utilizing standard computer applications and systems. Proven ability to collaborate effectively within a team environment, demonstrating strong interpersonal and communication skills.

Team Member Behaviors—MSI Behaviors—outline the standards and expectations for professional conduct, accountability, and collaboration within the organization. These behaviors emphasize integrity, respect, and a commitment to fostering an inclusive and high-performing work environment. Team members are expected to uphold these principles in all interactions, demonstrating reliability, adaptability, and a proactive approach to problem-solving. Adherence to these guidelines ensures alignment with the company’s values and contributes to the overall success of both individual and team objectives.

Exceptional performance at Michigan State University extends beyond measurable achievements to encompass the methods by which individuals execute their responsibilities and the influence they exert on colleagues. It is essential for every team member to consistently exhibit the following professional behaviors: Model the Way I consistently pursue excellence and uphold the highest standards of clarity, integrity, accountability, and honesty in all my professional endeavors. I model leadership through transparency, honesty, and accountability while fostering an environment of open communication and pursuing excellence at every level. Motivate teams by articulating a compelling vision and rallying collective commitment to achieve ambitious goals, ensuring all stakeholders understand and embrace the shared direction. Foster an environment where collaboration thrives, empowering others to contribute meaningfully to the organization’s mission through clear communication and inspirational leadership. Encourage innovation and ownership, aligning individual aspirations with overarching objectives to drive sustainable growth and success. I foster a unified vision, maintain a strategic focus, articulate a clear plan, and ensure client perspectives are integral to our decision-making processes. I inspire and unite teams around MSI’s vision by aligning with collective goals, effectively converting strategic plans into actionable objectives, and recognizing that our clients, team members, and partners are essential to achieving success.

Challenge the Process I continuously seek opportunities to challenge assumptions, drive enhancements, and adopt innovative solutions while valuing the insights gained from experiences. I am committed to both personal and professional growth, fostering an environment where continuous learning and development are prioritized for myself and my team. I embrace innovation, foster ongoing professional development, and actively seek constructive feedback to drive organizational success. Through proactive adaptation to evolving circumstances, I ensure alignment with MSI’s strategic objectives, effectively positioning the organization for sustained impact and growth. Empower colleagues by fostering a culture of collaboration and accountability, ensuring they have the resources, support, and autonomy to achieve their goals and drive impactful results. I foster an environment at MSI where individuals can excel, contribute meaningfully, and achieve their full potential by embracing diversity and ensuring all perspectives are valued and heard. I prioritize cultivating trust, fostering collaboration, and promoting shared accountability, alongside nurturing emerging leaders and upholding each individual’s dignity through respectful interactions.

Encourage the Heart I make a conscious effort to acknowledge others’ contributions, foster a culture of shared accomplishments, engage with and strengthen the MSI community, and demonstrate genuine care and support. I foster an environment of excellence by setting high standards and ambitious goals, while recognizing and rewarding individual achievements. I uphold our core values and milestones, ensuring they remain at the forefront of our collective efforts, and prioritize the well-being and dignity of every team member. Seasoned leadership roles are exclusively available for candidates holding a leadership position. You motivate individuals and teams by adapting your leadership style to different situations, ensuring clear and effective guidance. You actively identify and create opportunities designed to inspire team members, fostering skill development and unlocking their potential while simultaneously bolstering both our talent pool and succession planning initiatives. You stay informed about the latest trends and advancements in the industry, applying strategic foresight to understand our clients’ evolving needs and business landscape while fostering the same mindset within your team. You craft a compelling and forward-thinking vision that energizes and motivates those around you.

MSI VALUES is a dynamic and rapidly expanding company specializing in the production of reliable, high-quality mechanical keyboards and related peripherals. We are committed to driving innovation while ensuring customer satisfaction and maintaining industry-leading standards. As a valued member of our team, you will play a crucial role in supporting our growth by contributing your expertise in a collaborative environment. The ideal candidate will possess a strong blend of technical skill, problem-solving ability, and a passion for creating exceptional products. If you thrive in a fast-paced setting and are eager to make a meaningful impact, MSI VALUES offers an exciting opportunity to advance your career in a forward-thinking organization.

The position involves a six-month probationary period, with the role based in Kampala, Uganda. Currently, there are no direct reports, and the role reports to the Logistics Manager. The position also carries budgetary responsibilities.

About Us: Marie Stopes Uganda (MSU), as part of MSI Reproductive Choices—a global organization committed to ensuring access to high-quality reproductive healthcare and informed reproductive decision-making—operates as one of 37 country programs. In Uganda, MSU delivers comprehensive sexual and reproductive health services through an extensive network of service delivery channels. The organization bolsters public health infrastructure across over 915 public health facilities, manages 25 mobile outreach teams, 12 health centers, and a dedicated maternity hospital, while also providing socially marketed products such as Flame and Lifeguard condoms, Back Up emergency contraception, and Well Plan daily contraceptive pills. By offering these services, MSU empowers women and families to make informed choices about family planning, enabling them to pursue personal and professional goals and achieve healthier, more sustainable futures.

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