Purpose

To ensure that all functions and levels within Twean Construction Company Ltd are aware of the EHS policy, and objectives and that appropriate communication takes place with regard to the effectiveness of the EHS system. For receiving, responding, and documenting communications from external sources relevant to EHS aspects of Twean Construction Company Ltd.

To identify the type and nature of information that can be disclosed to external parties.

 Scope

EHS policy, Objectives and Targets, Legal Requirements, IOHS&E-MS Procedures, EHS Aspects/Hazards and Associated  Risks, control measures on each identified potential health and safety hazards, results of EHS performance,  reports of accidents/incidents and communication of the company’s IOHS&E-MS   requirements to other parties.

Responsibility & Authority

The IOHS&E-MS Management representative and all Core teams are responsible for implementing this procedure.

Reference Documents

1. IOHS&E-MS Manual
2. ISO 14001 – 2004 Environmental Management Systems Requirements
3. OHSAS 18001 – 2007 Occupational Health, Safety Assessment  Standard

 

 

Definitions

• Shall is taken to mean mandatory requirement.
• Should, is taken to mean a requirement to be met to the greatest extent practicable.
• May is taken to mean a requirement to be met openly at the discretion of the authorized person.
• Standard  is  taken  to  mean  National  Standards,  manufacturer  specifications,  drawings  or equivalent.
• Statutory  requirements,  is  taken  to  mean  laws,  regulations  applicable

Procedure

 

Internal Communication

The IOHS&E-MS Management Representative and all Head of Departments are responsible for communicating the EHS policy to all employees. This is done through the availability of the IOHS&E-MS   in by placing copies of the policy and its translation in languages understood by majority of the workforce at different locations in the Twean Construction Company Ltd premises.

Legal and other requirements are communicated to each relevant function through intranet or by means of mails, memo or notice board or training/briefing and / or daily meeting etc, as required. All other communication from the interested parties will be informed verbally to each concerned employee, as appropriate.

Communications from management to employees

Heads of Departments will be informed  about  any  changes  to  any  area  concerning  the  EHS management system including legal requirements, outcome of the management review meeting through documents distributed  by the IOHS&E-MS  MR or by means of memo.

• Heads of each Department are responsible for communicating the following to their staff:
• Information about legal & other requirements
• EHS policy and Departmental objectives
• Targets and EHS management program to relevant members of staff
• Importance of conformance to policy and EHS management system
• Environmental impacts of their activities and associated health & safety hazards/risks
• Their roles and responsibilities in achieving conformance to the requirements
• Consequences of deviation from procedures.

Communication from employees to management

All employees are encouraged to report any potential non-conformity, Occupational health & safety   hazard,   environmental   impacts,   availability   of   new   technologies   to   improve   EHS performance,   to   their   respective   representatives   (EHS   Focal   points),   who   in   turn   will communicate to the EHS Specialist.

The IOHS&E-MS MR will liase with employee representatives as defined above to ensure that employees are included in review of policies and procedures for EHS and consulted when changes affecting workplace health and safety as well as the environment are to be made.

External Communication

Communication from outside Parties

This includes all written and verbal communications from governmental authorities, local residents, neighbouring establishments, and other interested parties, on subjects relevant to the EHS aspects of the company.

All/Any EHS related Communications received verbally or by telephone by any department will be communicated to the EHS Manager.

The  EHS Manager  is  responsible  for  receiving  and  maintaining  the  records  of  such communications  and forwarding copies to Heads of Departments for information and deciding further action.

Contents of such communication will be forwarded to IOHS&E-MS MR by the Head of concern Department with any corrective or preventive action and for collecting information required for responding to such communications.

Communication to Outside Parties

This  includes  all  communications  concerning  EHS  subjects  from  the  company  to  outside parties,  response  to  communications  from  outside  and  data  and  information  given  to authorities  as  per  legal  requirements.  The EHS Manager or Administration manager will process all communications to external parties. Record of all outgoing communication will be maintained by Administration Officer.

In addition, any environmental concern(s) shall be communicated/ announced to the outside parties, as above.

Outside parties include:

• Regulatory bodies NEMA, Department of Occupational Health And Safety,
• local government departments
• Local community
• Any other interested parties (e.g. subcontractors and visitors)

Communication of legal matters

If required, the IOHS&E-MS MR shall engage the legal advisor to deal with issues relevant to the company’s EHS aspects/hazards and communicate with outside parties.

Nature of Outgoing Information

Other than the data and information which are legally required to be given to authorities or those agreed to  be given by the management of the company, it is the discretion of the management to decide the amount and nature of information that can be given to outside parties.

Documentation

• Communication records