Integrated Management system
(ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018)
QHSE STANDARD OPERATIONAL PROCEDURE
Office General Safety
PRIZM ENERGY FOR ELECTROMECHANICAL CONTRACTING LLC
Office 1011, Le Solarium Tower – Dubai Silicon Oasis – Dubai, UAE. Info@prizm-energy.com;
Website: www.prizm-energy.com
© Disclaimer: Hardcopies of this document are considered uncontrolled. No part of this document may be reproduced in any form by print, photocopy, microfilm or any other means wholly or in part or disclosed to any person outside the organization without the written permission of the PRIZM ENERGY FOR ELECTROMECHANICAL CONTRACTING LLC management.
IMS Document Amendment History
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1st Issue for implementation |
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Table of Contents
1. Purpose
The purpose of this procedure is to establish the minimum requirements in providing a safe office environment within PE
2.0 Scope
This procedure applies to all SSG offices for the effective implementation of Environmental Health and Safety Management System and fulfilling all the requirements of ISO 14001:2015 and ISO45001:2018.
3.0 Process Owner
The HSE Engineer/Manager is the owner of this process and has the full authority to implement this process in coordination with the Top Management.
4.0 Roles, Responsibilities, Accountability, and Authority
4.1 The HSE Engineer/Manager ensures that resources are available to implement this procedure.
4.2 The Management Representative is responsible for:
· Maintaining and updating this procedure as required;
· Ensuring that all offices are provided with a safe and healthful working environment;
· Planning and conducting Office Safety Induction and HSE Office Inspection;
· Reporting incidents and Office Safety related matters to higher management;
· Ensuring that action plans are implemented and evaluated for effectiveness;
· Publicizing the existence of this procedure to the employees; and
· Developing and delivering the training required to fulfil the role assigned to them in this procedure.
4.3 Department Heads are responsible for:
· Ensuring that the office is provided with safe and healthful working environment;
· Coordinating with the Management Representative on planning and conducting Office Safety Induction and Office Safety Inspection;
· Ensuring that appropriate actions are implemented for any non-conformance identified related to Office Safety;
· Ensuring that all staff complies with Office Safety Guidelines.
· Employees are responsible for:
· Attending the Office Safety Induction;
· Complying with all Office Safety Guidelines;
· Implementing actions to eliminate Office Safety noncompliance and improve HSE working conditions.
5.0 Training and Competence of the Team
· Can read, write and understand English as a form of communication to others
· Has a proficient work background in Health and Safety
6.0 Documented Information
· HSE Inspection Checklist
· Health Register
7.0 Process
7.1 General Office Environment, Health and Safety
· The PE offices require few preventive measures to ensure a safe and healthful environment.
· Common causes of office accident include the following:
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- Slipping, tripping, and falling hazards
- Burning, cutting, and pinching hazards
o Improper lifting and handling techniques
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- inattentive and careless employees
- Improper office layout and arrangement
- Dangerous electrical wiring
- Exposure to toxic substances
- Poor 5S practice
Temperature: A comfortable temperature must be maintained (Between 20 - 26°C). Office temperature can be localized. So, additional windows, skylights or glass partitions in offices should not allow excessive temperatures during hot weather.
Ventilation: Office should be ventilated either naturally or artificially. Where mechanical ventilation or air-conditioning is provided, make sure the system is regularly checked, kept clean and well maintained to prevent growth of legionella bacteria or other organisms.
Indoor Air Quality: Contaminants in the office can include bacteria, viruses, mold spores and dust, solvent vapors, or chemicals generated or used in the building. Thus, appropriate control measures for the reduction of air contamination shall include:
· Effective air filtration;
· Ensuring that adequate amounts of fresh air enter the building;
· Maintenance of air-conditioning units including regular cleaning.
· Indoor air quality shall be monitored (if required) by appointing a certified third party.
Ozone and Photocopiers: It is recommended that photocopiers are not placed on or in close proximity to the personal workstations of office workers because of possible discomfort from the heat, light and noise generated during the photocopying process.
Lighting: Adequate lighting must be provided. When artificial lighting is used, it should be sufficient so as to avoid visual fatigue and prevent glare or refraction into the workers eyes.
Cleanliness: The standard of cleanliness required will depend on the use to which the office is put. Floors and indoor traffic routes should be cleaned at least every day. Any waste material that accumulates should be removed on a daily basis. Ensure contract office cleaners are given the same health and safety protection as regular office workers.
· Staff induction must be given to staff in ergonomics since day to day activities involve utilization of muscles and joints.
· Computer users should be trained to adjust equipment and furniture appropriately and learn appropriate keying/ data entry techniques as the main requirement of their role.
7.3.2 Job Design
Attention shall be given to the following factors in designing safety at work:
· Consultation with the workers regarding job design options;
·