Facility Maintenance Support Specialist

Marie Stopes Uganda (MSU) is seeking a highly motivated and skilled individual to join our team in Kampala as a Facility Maintenance Support Specialist. This role is subject to a six-month probationary period and reports directly to the Logistics Manager, with no direct reports. The position carries budgetary responsibilities.

About Us

Marie Stopes Uganda (MSU) operates as one of 37 country programs under MSI Reproductive Choices, an international organization committed to guaranteeing access to high-quality reproductive healthcare and empowering individuals to make informed decisions about their reproductive health. Within Uganda, our dedicated team provides comprehensive sexual and reproductive health services through diverse service delivery channels. We enhance public health infrastructure by supporting over 915 public health facilities, managing 25 mobile outreach teams, 12 health centers, and a dedicated maternity hospital, while also offering socially marketed products such as Flame and Lifeguard condoms, Back Up emergency contraception, and Well Plan daily contraceptive pills. These efforts enable us to support women and families in making informed choices about family planning, fostering opportunities for them to achieve their personal goals and cultivate healthier, more sustainable livelihoods.

The Role

Oversee and execute core duties encompassing a wide range of operational and strategic tasks, ensuring alignment with organizational objectives. Develop and implement policies, procedures, and best practices to enhance efficiency, compliance, and performance across departments. Lead cross-functional teams to drive project completion, foster collaboration, and achieve measurable outcomes. Analyze data, identify trends, and propose data-driven solutions to optimize processes and mitigate risks. Serve as a liaison between senior management and employees, facilitating clear communication and ensuring transparency. Monitor key performance indicators (KPIs) to evaluate progress and implement corrective measures as needed. Provide mentorship and professional development opportunities to cultivate talent and strengthen team capabilities. Ensure adherence to industry regulations, safety standards, and ethical guidelines while promoting a culture of accountability and continuous improvement.

This position encompasses several critical areas of responsibility, which include the following:

Conduct thorough inspections and evaluations of vehicles to identify any operational issues, safety concerns, or maintenance requirements. Assess the overall condition of each vehicle, including its mechanical components, exterior and interior integrity, and compliance with regulatory standards. Document findings accurately in detailed reports and recommend necessary repairs or services to ensure optimal performance and safety.

Ensure strict adherence to the maintenance plan, executing all scheduled tasks punctually to uphold operational reliability. Verify compliance with established protocols, documenting each activity thoroughly to support audit readiness and continuous improvement. Address any deviations immediately, implementing corrective measures to prevent recurrence and maintain system integrity. Collaborate with cross-functional teams to align maintenance activities with broader organizational objectives, fostering a proactive culture of reliability and efficiency.

The role involves addressing maintenance issues promptly and effectively, ensuring all problems are resolved in a timely manner to maintain optimal functionality. Responsibilities include diagnosing technical problems, performing necessary repairs, and conducting routine inspections to prevent future issues. The position requires a thorough understanding of maintenance systems, strong problem-solving skills, and the ability to work efficiently under pressure. Familiarity with relevant tools and equipment is essential, as is the capacity to document work accurately and communicate clearly with team members. A proactive approach to maintenance and a commitment to safety standards are critical to success in this role.

Data Management requires proficiency in the Financial Management Information System (AMIS), ensuring accurate maintenance, processing, and safeguarding of financial data to support organizational integrity and compliance with established standards. Cost tracking and budget oversight are essential responsibilities, requiring vigilant scrutiny of expenditures and financial performance to ensure adherence to allocated budgets. This role involves analyzing cost variances, identifying discrepancies, and implementing corrective actions to mitigate overspending. Proficiency in financial reporting tools and a strong understanding of cost accounting principles are necessary, along with the ability to present findings to stakeholders in a clear and actionable manner.

Upon notification of an incident, you are responsible for accurately documenting and reporting all pertinent details in a timely manner. This includes gathering initial information, assessing the situation, and ensuring that all relevant data is recorded to facilitate a comprehensive response. You must adhere to established protocols and maintain clear communication with stakeholders throughout the process to ensure transparency and accountability. Additionally, your role requires prompt escalation of critical incidents to appropriate personnel or teams for immediate action.

The incumbent is tasked with compiling, analyzing, and presenting comprehensive reports on fleet performance metrics, ensuring accuracy and timeliness in delivering insights that drive operational improvements. This role requires proficiency in data management software and fleet tracking systems to monitor key indicators such as vehicle utilization, maintenance schedules, fuel efficiency, and downtime. Strong analytical skills are essential to interpret performance trends, identify inefficiencies, and recommend corrective actions. Additionally, the position entails collaborating with cross-functional teams to align fleet strategies with broader organizational objectives and ensuring compliance with safety and regulatory standards. Effective communication skills are necessary to articulate findings and support data-driven decision-making across the organization.

General Support Key Actions

Develops and monitors key performance indicators (KPIs) to evaluate and track progress toward established targets, ensuring alignment with organizational objectives. Generates and analyzes detailed reports on operational outputs, identifying trends, variances, and areas for improvement to support data-driven decision-making. Collaborates with cross-functional teams to define measurement frameworks, establish benchmarks, and refine processes for enhanced efficiency and effectiveness. Maintains accurate documentation of performance metrics, ensuring transparency and accountability in reporting. Utilizes analytical tools and methodologies to assess performance outcomes, providing actionable insights and recommendations to stakeholders.

Perform regular vehicle inspections and evaluate maintenance requirements. Achieving a high inspection compliance rate requires a diligent focus on identifying and resolving issues efficiently. The role demands a keen eye for detail to detect potential discrepancies and a proactive approach to address them promptly. By maintaining a strong track record of resolving identified issues, the position ensures adherence to regulatory standards and operational efficiency.

Ensure strict compliance with the approved annual vehicle service plan. Ensuring strict adherence to the established service schedule is essential, as any missed services must be avoided.

Resolve reported maintenance issues efficiently and ensure their timely closure. Achieving timely issue resolution is a key performance metric, ensuring that open issues are addressed and cleared efficiently. Maintaining data integrity, ensuring prompt system updates, and guaranteeing the thoroughness of records are essential responsibilities.

Responsible for tracking and analyzing expenditures to ensure adherence to budgetary constraints, identifying potential cost-saving opportunities, and maintaining financial accountability throughout project execution. Monitor maintenance spending to identify discrepancies and ensure adherence to budgetary allocations. Track expenses, compare actual costs against projected figures, and promptly report any deviations to relevant stakeholders for corrective action. Identify budget variances and proactively detect cost overruns at an early stage.

Prepare comprehensive reports detailing vehicle malfunctions and incidents. Timely submission of reports, along with their completeness and high-quality standards, is required.

Prepare weekly reports detailing fleet availability metrics and maintenance actions undertaken. Ensure timely reporting of fleet performance metrics, including availability rates and maintenance completion status, to stakeholders on a consistent basis.

Handle any additional departmental responsibilities as they are assigned, ensuring all tasks are completed efficiently and in alignment with organizational objectives. Consistently delivers assigned tasks within established deadlines while maintaining a high level of dependability in fulfilling responsibilities. Demonstrates prompt attention to duties and ensures timely follow-through on all allocated work assignments.

The Annex: Task Matrix outlines specific duties and responsibilities assigned to various roles within the organization. It delineates key performance indicators, ensuring alignment with strategic objectives. The document specifies required competencies, experience levels, and eligibility criteria for each position. Additionally, it details reporting structures, collaboration requirements, and accountability measures. Compliance with company policies, industry regulations, and quality standards is emphasized throughout the matrix.

Frequency Responsibilities include overseeing projects from inception to completion, ensuring adherence to deadlines and quality standards. This role demands proficiency in data analysis and reporting, as well as strong written and verbal communication skills. Collaboration with cross-functional teams is essential to align on objectives and resolve issues. Additionally, the position requires experience with [relevant software/tools] and a solid understanding of [specific industry standards or regulations]. Candidates should possess [X] years of experience in a similar role and demonstrate the ability to manage multiple priorities in a fast-paced environment.

Conduct thorough vehicle inspections and meticulously complete all required checklists. Promptly log any defects or issues identified into AMIS without delay. Perform assigned maintenance work orders with precision and efficiency. Uphold workshop cleanliness and organization to maintain a safe and functional workspace. Ensure all data entry and reporting are completed accurately and in a timely manner. Generate and oversee repair and maintenance schedules while ensuring strict adherence to established timelines. Identify and address open repair and maintenance issues promptly to minimize operational disruptions. Maintain accurate and up-to-date repair and maintenance records within the Appoint system. Assist in compiling reports on mechanically available vehicles to support fleet readiness assessments. Help prepare and submit incident reports in accordance with designated timelines to ensure compliance and accountability.

Monthly Track and record service completion rates to ensure timely project execution. Monitor the maintenance backlog closely, promptly escalating any delays to appropriate stakeholders. Verify the accuracy and completeness of all AMIS data entries. Provide support to achieve and maintain fleet availability targets. Compile and submit detailed maintenance reports as required.

Qualifications, Experience, Skills, and Attitudes

Applicants must possess a minimum of a bachelor’s degree in a relevant field, along with 3–5 years of professional experience in a comparable role. Proficiency in industry-standard software and tools is essential, along with strong analytical and problem-solving abilities. Demonstrated leadership capabilities and excellent communication skills are also required. The ability to work collaboratively in a team environment while managing multiple priorities is critical. A proactive attitude, adaptability to change, and a commitment to continuous learning are highly valued.

A Diploma in Automotive or Mechanical Engineering is required. Requires a minimum of two years of practical experience in fleet management and motor vehicle repair. Proficient in utilizing computer systems and software applications effectively. A collaborative professional who demonstrates strong interpersonal abilities and effective communication skills.

Team members are expected to embody the MSI (Mission, Service, Integrity) values, demonstrating a commitment to the organization’s core principles in every aspect of their role. Collaboration and mutual respect are essential, as teamwork fosters an environment where diverse perspectives contribute to shared success. Integrity must guide actions, ensuring transparency and accountability in all duties. Additionally, adaptability and a proactive mindset are crucial to navigating challenges and driving continuous improvement. Professionalism, reliability, and a strong work ethic are non-negotiable, aligning with the company’s standards and expectations.

At Michigan State University, excellence in performance transcends the mere outcomes achieved, emphasizing just as critically the methods by which those results are attained, and the influence exerted on colleagues and the broader community. All team members are expected to embody and uphold the following behaviors:

Model the Way

I consistently pursue excellence while maintaining unwavering clarity, integrity, accountability, and honesty in all aspects of my work and interactions. I foster a culture of transparency, honesty, and accountability by setting an example, while upholding the highest standards of excellence and promoting unrestricted communication across all levels.

Cultivate a collective sense of purpose by articulating a compelling vision that resonates with and motivates your team, ensuring alignment and enthusiasm toward shared goals and objectives. I foster a unified vision, maintain strategic alignment, articulate a coherent plan, and ensure client perspectives are central to all decisions. I engage and unite others around MSI’s vision by connecting with collective aspirations, effectively converting strategy into actionable goals, and recognizing that individuals—including our clients, colleagues, and collaborators—are fundamental to our achievements.

Challenge the Process

I challenge the status quo, drive continuous enhancement, welcome innovative concepts, extract valuable lessons from past encounters, and am committed to both personal growth and the advancement of those around me. I defy traditional norms, foster ongoing development, and value constructive input while proactively adapting to change to more effectively advance MSI’s mission.

Empower colleagues by fostering a collaborative environment that encourages shared accountability and mutual growth. I foster an environment at MSI where individuals can thrive, contribute meaningfully, and achieve their highest potential; I champion inclusivity, ensuring every perspective is acknowledged and valued. I prioritize fostering trust, collaboration, and shared accountability while nurturing the growth of future leaders and upholding the dignity and respect of every individual.

Encourage the Heart

I make it a priority to acknowledge the contributions of others, foster a culture of shared celebration, cultivate a thriving MSI community, and demonstrate genuine care. I set ambitious yet attainable benchmarks while fostering a culture of individual excellence, embodying and championing our core values, and recognizing both collective achievements and personal contributions.

Seasoned professionals in leadership roles are sought to guide teams toward achieving organizational goals through strategic direction and mentorship. Candidates must demonstrate a proven track record of effective team management, decision-making, and fostering a collaborative work environment. Responsibilities include setting clear objectives, delegating tasks, resolving conflicts, and ensuring alignment with company values while driving performance and innovation. Ideal applicants will possess strong communication skills, emotional intelligence, and the ability to inspire and motivate their teams to exceed expectations.

You motivate individuals and teams by applying situational leadership, ensuring clarity in direction and guidance. You identify and create opportunities that inspire team members, fostering their skill development and unlocking potential while enhancing our talent and succession pipeline. You stay abreast of industry advancements, applying strategic foresight to anticipate client and organizational needs, and foster this mindset within your team. You craft a compelling vision of the future that motivates and energizes those around you.

MSI prioritizes integrity, transparency, and innovation in all operations, fostering a culture of trust and accountability. Employee contributions are recognized through competitive compensation, comprehensive benefits, and opportunities for professional growth. The company upholds high ethical standards and encourages collaborative problem-solving to drive impactful results. Diversity and inclusion are integral to MSI’s mission, ensuring equitable opportunities for all team members. By maintaining a commitment to excellence and adaptability, MSI empowers employees to thrive in a dynamic and supportive work environment.

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