POLICY APPENDICES

Appendix 1: Safety and Health Policy Statement

ELEMECH in the course of business is committed to pursue sound and responsible
practices to ensure the Safety and Health of all its employees, contractors, suppliers
and stakeholders and the protection of the environment. ELEMECH Kenya is
committed to meeting customer requirements, through timely execution of projects
to agreed levels of quality, time, cost and satisfaction.
Administration & Ownership:
This policy is owned by the Chief Executive Officer, its implementation and
administration is the direct responsibility of all managers, supervisors and team
leaders and shall implement its Key Principles.
To achieve these, we will: -

1. Conform to all applicable national regulations and company procedures in

relation to substance abuse, Safety and Occupational Health.
2. Assess, audit, evaluate and mitigate the Safety and Health risks of our
activities, and services using applicable risk assessment tools.
3. To educate the public and create sensitivity to worker’s rights.
4. Require each employee to take PERSONAL responsibility for Health (including
HIV/Aids) and Safety at workplace and encourage customers, visitors and
suppliers to adhere to set safety and health practices.
5. Establish objectives, targets and integrated management programs to meet
customer requirements and continuous improvement.
6. Train, educate, empower and encourage every staff member to embrace and
accept the concept of Safety and Health, practice pro-active and best practice,
to enable the company attain higher service delivery.
7. Listen to and document customer, staff and stake-holder complaints,
incidents and emergencies related to S&H and ensure they are, investigated
and appropriately corrected to prevent recurrence.
8. Prepare adequately for Safety and Health incidents and emergencies.
9. Actively encourage information exchange with government agencies,
research institutions and general public on matters of prudent management
of Safety and Health programs.
10. Regularly, assess the suitability and effectiveness of the Safety and
Health systems and ensure that appropriate actions are taken to secure
continual improvement.
This policy shall be reviewed every two years or revised as and when necessary.

NAME: CYPRIAN AENDE DATE: 05/03/24

ENVIRONMENTAL, SAFETY, HEALTH AND SOCIAL LEAD

Appendix 2: Elemech Policy and Practices on Drug Abuse
Elemech applies a zero tolerance to drug and/or alcohol abuse at work, being at
work whilst impaired by drugs or alcohol is strictly prohibited

This policy will be applied to all employees and sub-contractors preceding

employment, the company will test for drug and alcohol abuse as part of the
employee recruitment and screening process.

Periodic and random testing for drugs / alcohol will be conducted

Unannounced searches may be carried out without notice if there is cause

of suspicion to breach of this policy

Following an accident, near misses or an unsafe act and/or receipt of reliable

information that an employee may be/is in possession of, distributing or illicitly using
drugs or alcohol, testing will be carried out

Appropriate disciplinary action will be taken which may include summary dismissal
for those found in breach of the policy or those failing to co-operate with the
implementation of this policy or any appropriate rehabilitation procedures
recommended, which could include education, counselling, treatment and being
pinned on notice

All employees are encouraged to report any suspicions to a supervisor or

any member of the HSE committee

HSE committee are responsible for carrying out all testing and searches

NAME: CYPRIAN AENDE DATE: 05/03/24

ENVIRONMENTAL, SAFETY, HEALTH AND

SOCIAL LEAD

Appendix 3: Environmental Policy Statement

Elemech Engineering Kenya limited is committed to protecting the environment of
our employees, customers and the communities where we operate. We recognize
that by integrating sound environmental management practices into all aspects of
our business, we can offer technologically innovative products and services while
conserving and enhancing resources for future generations. Elemech strives for
continuous improvement in our environmental management systems and delivery
of products, processes, and services.

Our Environmental Policy is based on four fundamental principles:

1) Compliance
We will manage our services and operations to meet, or surpass, the accepted
standards of the relevant laws and regulations.

We will ensure that our employees are adequately trained and qualified in order to
comply. Where laws and regulations do not provide adequate controls, we will
adopt our own standards to protect human health and the environment.

We will support and promote sound scientific principles and fiscally responsible
public policy that enhance sound environmental management systems.

2) Continuous Improvement
Environmental interests will continue to be an important component of the design
considerations for all new product development and services.

We will ensure minimal environmental impact through active promotion of

reducing, recycling, re-using, responsible waste disposal and the cost- effective use
of natural resources.

We advocate for the adoption of prudent environmental principles and practices by

our sub- contractors, vendors, and suppliers.

We will ensure Environmental concerns feature prominently in the selection

criteria for suppliers and business partners.

We will reduce energy consumption by means of suitable and effective

technological and organizational measures.

We will evaluate our Environmental performance by monitoring ongoing

performance results and through periodic management reviews.

3) Prevention and control of Environmental Risks through:

Reducing and minimizing risks pro-actively.
Actively tracking and managing all activities in our
project sites. Encouraging Reuse and recycling as
much as possible.
Ensuring that all departments and employees have been trained about
Environmental concerns.

Strive to create products and services that are safe in their intended use, conserve
energy and materials, and prevent pollution throughout the product life cycle
including design, manufacture, use, and end-of-life management.

4) Communication
We will openly communicate with employees, business partners, the public,
government and regulatory agencies concerning our performance with regards to
Environmental concerns.

We will ensure that all employees are aware of their role and responsibility to fulfill
and sustain our environmental management systems and policy.

This policy shall be reviewed every two years or revised as and when necessary.

NAME: CYPRIAN AENDE DATE: 05/03/24

ENVIRONMENTAL, SAFETY, HEALTH AND

SOCIAL LEAD

Appendix 5: PPE & UNIFORM ISSUE FORM

Employee Name………………………… Designation………………………..

Region/Location……………………… Dept/Project………………………….

Payroll Number…………………………Site…………………………………………
 Description No. of
No. of
Date of PEE Issued New Name of Signature of Signature of
PPE
PPE Issuing Employee Issuing
Returned
Issued officer officer

Declaration
I ………………………………………………....Payroll No. ………………… do hereby confirm that I have
understood Elemech Health and Safety policy, Safety procedures and accept to abide by
the policies and procedures, and any other safety and environmental procedures. I accept
this personal protective equipment provided to me and undertake to use them at all times
for the work related activities where occupational risks exist.

Signature………………………………………………………….. Date……………………………………………………..
Appendix 7: THE NOTIFICATION OF INCIDENT/HAZARD
This form is to be completed by the person involved or who observed the
incident/hazard and their supervisor.
A copy of this form should be emailed or hand-delivered to the Departmental
Manager of the person involved and the SHE Officer by the end of the shift in
which the incident occurs
INCIDENT NUMBER
(Assigned by SHE)

PART A INCIDENT DETAILS (tick all appropriate categories)

 Injury/Illnes s Equipment Environmental
Damage/Loss Social
Hazard Near Miss
Fire Government
Production Reportable
Loss
Injury (to be completed by QSHE)
Classificati
on
Time
Occurred Date / / Time (24 hour clock) :
Time
Reported Date / / Time (24 hour clock) :
Incident
Title
Location
Descriptio
n of
Incident

Attach
additional
sheets if
required
and further
information
such as
photos and
witness
statements

Immediate
Action
Taken

PART B EMPLOYEE DETAILS (Person Involved or Making Report)

Name: Male Occupation:

Surname Female .
: Given
Names:

Department: Company Name

PART C INCIDENT LEVEL

(To be completed by Departmental Manager in Consultation with
the QSHE Department)

Investigation Team (if required):

Sign off by Department

Manager/ROO/REO
Appendix 8: TREE PLANTING POLICY

General Statement

In construction industry, site clearance and access is an integral part of execution

works. It is therefore inevitable that some trees will be felled during contract site
clearance and access. Reasonable measures will be taken by the controlling
manager or supervisor to ensure only minimum necessary trees are felled during
contract execution, as provided for in the contract or approved by client.

As a minimum standard, Elemech undertake to voluntarily plant at least 200 trees

around each project site, as part of environmental conservation, subject to client
approval. This number may be adjusted upwards where the contract terms state
otherwise, or where particular tree species require to be replaced.

Prior approval of the client shall be sought for the location and type of tree
planting. Relevant regulatory authorities concerned with forestry and/or
environment will be involved for technical guidance/approval as required by local
legislation. This exercise shall not have adverse effects on environment, pose a risk
to safety or violate any regulatory and other requirements.

The tree planting shall be done at the beginning of the project such that the trees
will be fairly established to withstand adverse weather without need for tending by
the close of project.

The site manager or supervisor of any work place is personally responsible for the
implementation of this policy.

Site SHE, in consultation with site management, shall;

1. Find the most suitable tree species & method of planting, depending on local
site conditions.
2. Ensure the trees are tended until they are established.
3. Secure and free from pests/destruction.
4. Monitor progress of compliance to this policy.

Employee’s
It is the personal duty of each employee to ensure that they are familiar with this
policy and comply with all instructions relating to it.

The Manager’s Responsibility

All Elemech managers or supervisors at work area will ensure that they:
a. Seek approval of client / regulatory authorities for tree planting at the beginning
of the project.
b. Provide adequate, suitable resources for implementing this policy.
c. Keep top management informed on implementation progress for this policy.

NAME: CYPRIAN AENDE DATE: 05/03/24

ENVIRONMENTAL, SAFETY, HEALTH AND
SOCIAL LEAD

Appendix 9: HIV/AIDS POLICY

General Statement

It is the policy of Elemech to provide equal employment opportunity to all qualified

candidates irrespective of HIV status, age, gender, tribe, religion, race, or status in
the society. Elemech will take reasonable measures at project sites, to protect
employees from contracting HIV/AIDs and facilitate support for those employees
affected or infected with HIV/AIDs.

To Achieve this policy, Elemech will: -

1. Collaborate with relevant agencies to provide HIV/AIDs services to employee.

2. Educate employees on HIV/AIDs awareness periodically.
3. Encourage local community to participate in the HIV/AIDs awareness education
forums.
4. Minimize movement of populations to project sites, as such Elemech will
maximize recruitment of labor at from local community as far as practical.
5. Encourage employees to know their HIV/AIDs status and promote positive living.
6. Give fair opportunity to all interested candidates during recruitment.
7. Be sensitive to special conditions of employees living with HIV, in allocating
assignments.
The site manager or supervisor of any work place is personally responsible for the
implementation of this policy.

Site SHE, in consultation with site management, shall;

1) Liaise with local agencies for successful implementation of this policy.

2) Maintain any facilities provided in compliance with this policy.
3) Create awareness of this policy among employees.

Employee’s
It is the personal duty of each employee to ensure that they: -

1. participate in these HIV/AIDs awareness forums.

2. take personal responsibility for HIV/AIDs prevention & management.

The Manager’s Responsibility

All Elemech managers or supervisors at work area will ensure that they:

a) Time is allocated periodically, for the HIV/AIDs awareness sessions.

b) Provide infrastructure for successful implementation of this policy.
c) Organize site operations in such a way that risk of cross-infection by infected
staff is minimized.

NAME: CYPRIAN AENDE DATE: 05/03/24

ENVIRONMENTAL, SAFETY, HEALTH AND
SOCIAL LEAD
Appendix 10: INTERNAL SHE AUDIT CHECKLIST

Department/ Completed by: Date of Checklist

Process preparation:
Date of Audit:
Audit No:
Audit References:
Procedure, WI, Objectives,
ISO 9001:2008, 14001:2004,
OHSAS
18001:2007
Complianc
Ref. Activity/ e Y/N Remark
Process to s
check
Appendix 11: Fire Safety Policy Statement
This policy shall be reviewed every two years or revised as and when necessary.
Elemech Engineering (k) Limited is committed to the provision and maintenance of
a safe, healthy and secure workplace for her employees, clients, suppliers,
contractors and visitors against fire and its effects thereof.

Scope:

This policy is applicable to all activities carried out in the Elemech Engineering
Kenya Limited main office and sites countrywide either by ourselves or on our
behalf.

Elemech Engineering Kenya Limited is committed to:

1. Provision of adequate resources for effective implementation of fire safety
programs.
2. Development, implementation and maintenance of an effective fire safety
systems and programs.
3. Implementation of protective and preventive measures required to ensure the
safety of all.
4. Clear definition of roles, responsibilities and accountabilities with regards to fire
safety.
5. Compliance with all applicable regulatory and statuary requirements.
6. Regular fire risk assessment, fire safety inspections and audits.
7. Building staff capacity in firefighting, emergency preparedness and evacuation.
8. Ensure that all premises, plant or equipment related to enhancement of fire
safety are maintained by a competent person and in accordance with fire risk
reduction rules.
9. Training of staff on fire safety.
10. Periodic evacuation drills and testing of emergency preparedness.
11. Regular calibration and maintenance of firefighting equipment.
12. Facilities and buildings designed and constructed in accordance with fire safety
standard.
13. Collaboration and communication with relevant authorities on all issues relating
to this policy.
14. All employees and relevant interested parties are expected to comply with this
policy.

NAME: CYPRIAN AENDE DATE: 05/03/24

ENVIRONMENTAL, SAFETY, HEALTH AND SOCIAL LEAD