UNOPS – Insert Office name
Office Health, Safety and Environmental
Management Plan – HSE01
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FORM HSE01| Office HSE Plan | Health, Safety and Environment
Table of Contents
1. Approval of HSE Office Plan.....................................................................................3
2. Introduction/Purpose..............................................................................................3
3. Local Laws and Regulations......................................................................................4
4. Nomination of Coordinators....................................................................................4
5. Office Environmental and Health & Safety Management.........................................5
5.1.Environmental and Social Risks and Opportunities.............................................................5
5.2.Health and Safety Risk Assessment....................................................................................5
5.3.Objectives and Targets........................................................................................................ 5
5.4.Waste Management............................................................................................................ 7
5.5.Office Emergency and Evacuation Plan..............................................................................7
5.6.Accident and Incident reporting........................................................................................... 7
6. Training...................................................................................................................8
7. Communication/ consultation..................................................................................8
7.1.Internal communication....................................................................................................... 8
7.2.External communication...................................................................................................... 8
8. Records....................................................................................................................8
9. Inspections and Reviews..........................................................................................9
10. Revisions of the Plan................................................................................................9
11. Table of references to Templates and Guidance documents...................................10
Created with HSE01 V 1.1
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FORM HSE01| Office HSE Plan | Health, Safety and Environment
1. Approval of HSE Office Plan
Table 1 - Approval table
Approved by Date Signature
Insert name and title
2. Introduction/Purpose
Table 2 – Project details
Office Name
Office Location
[If relevant - Other physical
locations within boundary]
UNOPS Country
Representative / Head of
Office
Brief outline of the Office
activities
Office Environmental and Indicate if this is a Level 1 Office (minimum requirements apply), Level 2 (recommended) or Level 3 (external
Social Management Level:
Office H&S Management Indicate if this is a Level 1 Office (minimum requirements apply), Level 2 (recommended) or Level 3 (external
Level:
UNOPS recognize their responsibility to protecting the environment and to ensuring health and
safety in the communities in which they work.
This Office Health, Safety and Environmental Management Plan (hereafter “the Plan”) describes how
UNOPS intends to manage environmental and H&S issues identified for UNOPS at [Insert Office
name]. It identifies the procedures to be followed by all personnel present in a UNOPS office.
The Plan specifies aspects of office activities that may have adverse impacts on the environment and
identifies the controls that should be put in place to mitigate those impacts. It also identifies and
controls hazards related to the health and safety of all workers, employees, consultants, public and
visitors to the office. These controls fulfill the requirements of the UNOPS Health & Safety, Social &
Environmental Management Policy, and of the related Management Systems.
This Management Plan is a live document that will be reviewed on the regular basis and updated if
necessary. As a minimum the Management Plan will be reviewed once a year or
when office conditions significantly change i.e. change in the scope or environment.
The UNOPS Head of Office has an ultimate responsibility and accountability for the health, safety
and environmental performance of the Office.
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FORM HSE01| Office HSE Plan | Health, Safety and Environment
The UNOPS Head of Office will appoint a senior representative – HSE Office Manager – who will be
responsible for implementation and review of this Office Health, Safety and Environmental
Management Plan.
3. Local Laws and Regulations
HSE legislation in [Insert name of country] is described in the Office Legal Register using form HSE03.
This should also include the relevant requirements of interested parties that have been identified by
the local office using form HSE02.
A check for legal compliance has been performed to ensure that this office is compliant with legal
and other requirements, using form HSE04.
A copy of the legal register is available [in the M Drive, or on other location]. UNOPS Office HSE
Manager will review these laws and regulations every 12 months using [shortly describe
methodology] to make sure that there is no changes which may affect this plan.
4. Nomination of Coordinators
UNOPS recognizes that all employees have a responsibility to work with concerns to the
environment they operate in, and to take reasonable care for the health and safety of themselves
and others who may be affected by their actions.
In Table 3, R=Responsible, A=Accountable, C=Communicate to, I=Informed.
Table 3 – RACI table
HSE
Activity Head of Office HSE Manager
Coordinator
Draft the Office HSE Plan; review the Plan on initial
issue and every 12 months thereafter A C R
Approve and ensure compliance with the Office
A R I
Management Plan
Ensure that HSE risks and opportunities for the Office
A C R
with a life-cycle perspective have been identified
Distribute information contained within the HSE
A I R
Office Management Plan to all relevant persons
Transmit to procurement function the HSE
A I R
requirements for contractors and suppliers
Ensure regular liaison between parties in the Office
A R C
on HSE matters (including regular meetings)
Ensure consultation with the personnel, visitors and
A C R
affected stakeholders
Identify and co-ordinate HSE training requirements A R I
Ensure that Waste Management is performed
A I R
according to plans
Conduct office inspections according to stated
A I R
frequency
Compile quarterly reports of performance and report
A I R
to HQ
Ensure reporting of accidents, incidents and high A C R
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FORM HSE01| Office HSE Plan | Health, Safety and Environment
potential near-misses
Ensure revisions of risk assessments and targets at
A R C
the indicated frequency
Designated Office HSE Manager: [Insert name and title]
Designated Office HSE Coordinator: [Insert name and title]
5. Office Environmental and Health & Safety Management
5.1. Environmental and Social Risks and Opportunities
The Office Management Plan includes aspects that have been identified as having a significant
impact on the environment and society, and that have to be managed by implementing the relevant
mitigation/control measures. The Register of Environmental and Social Risks and Opportunities, form
EM04 [see Annexes] details aspects and impacts that need to be managed.
5.2. Health and Safety Risk Assessment
A general admin Risk assessment has been created for the Office using form HS05 [see Annexes]. The
risk assessment assists with establishing priorities and setting objectives and plans to eliminate or
control hazards and to minimize the risk of accidents.
Both risk assessments will be reviewed [Insert frequency of revisions, as a minimum every 12
months], or when new risks or hazards are identified.
5.3. Objectives and Targets
The objectives set for this office are aligned with the UNOPS corporate Health, Safety, Social and
Environmental policy and strategy. They are also aligning with the corporate HSE objectives for
[Insert year]. These are as follows:
Created with HSE01 V 1.1
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Created with HSE01 V 1.1
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FORM HSE01| Office HSE Plan | Health, Safety and Environment
Table 4 – Objectives and Targets
# Objective Target (measurable where practicable) Action/Program/Resources Responsible Target Date
Monitor GHG emission, fresh water use, Provide [Insert frequency, as a minimum Monitor indicators and report to the
1
waste generation and management yearly] reports Environmental Footprint reporting team
10
The objectives will be reviewed by the HSE Manager on a regular basis.
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5.4. Waste Management
A waste management plan covering the daily office operations has been developed using form
EM07, Waste Management Plan for Offices.
[Briefly describe waste management practices, including main waste streams that are separated in
the Office and their respective disposal methods]
The plan shall be monitored and updated [Insert frequency].
5.5. Office Emergency and Evacuation Plan
The Office should refer to the UN Security Plan, including the Fire and Safety Plan, for emergency
and evacuation, in line with requirements of the UN Department of Safety and Security (DSS).
The emergency plan, including emergency contacts list, MUST be made available and should be
described to all staff during induction briefings.
Emergency/evacuation procedures shall be developed and presented in the Evacuation Plan.
Emergency procedures shall be incorporated in the office induction briefings and displayed visibly for
future reference.
[Include additional details on emergency procedures as relevant]
Trial site emergency/evacuation drills will be held according to UNDSS discretion for the purpose of
identifying any areas of concern and required improvements. Findings of the drill shall be recorded
using form HS04.
5.6. Accident and Incident reporting
All significant accidents or incidents and high potential near misses shall be reported to UNOPS HQ
using form HSE09.
They should be thoroughly investigated and action taken to prevent recurrence. For Class 1
incidents, the outcomes of the review shall be reported to UNOPS HQ using form HSE10. Lessons
learned should be captured using HSE11.
UNOPS and Contractor’s personnel have an obligation to report all incidents and near misses to the
UNOPS HSE coordinator, and will receive proper induction in this sense. Significant incidents and
near misses should be recorded in Table 5:
Table 5 – Incidents/near misses
Incident/near miss description Date Corrective action taken
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6. Training
Specific HSE training/ briefing will be given in accordance with the Office training matrix.
Table 6 - Training
Planned Training Nominated Staff Frequency
Include additional details on training as relevant]
7. Communication/ consultation
7.1. Internal communication
UNOPS policies promote a positive environmental and H&S culture in the work place. The aim of this
is to allow personnel to stop work without any comeback, if in their opinion they consider the work
in progress is being carried out in a manner that would negatively impact the environment and/or
health and safety. Should staff have any concerns relating to Office Environmental and H&S issues,
they should raise them immediately with the HSE Office Coordinator or the HSE Manager.
The HSE standards, requirements, issues and performance will be communicated to all personnel in
the office using following methods:
- Office Inductions, topic-specific training
- Including HSE issues as an agenda item on office meetings
- Sharing the findings of the Risk Assessments
- Posting information on notice boards (emergency plan, policies, emergency contacts,
responsibilities)
- Include other selected methods of communication
The information will be provided in English and local language. Where possible the graphic
representation of the information (photos, schematics, sketches) will be used.
7.2. External communication
Following protocols should apply for the external communication of the environmental and H&S
performance of the Office, including grievances from external parties:
- Provide brief outline of communication strategy with different partners and responsible
person
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8. Records
Minimum requirements for maintaining HSE records include:
- Office inspection reports (form HSE06)
- Quarterly reports (form HSE13)
- Internal peer reviews and external audit reports
- Minutes of meetings
- Correspondence
- Incident and investigation reports
The records will be stored either on hard of soft copy in the Office by the HSE Coordinator.
9. Inspections and Reviews
The Office coordinator will conduct checks [every six months] in accordance with UNOPS
Environmental and Health and Safety Handbooks to confirm that processes are being carried out
effectively. Inspections shall be documented using HSE06 and a short record of these inspections
shall be noted in Table 7.
Internal peer reviews shall also be carried out at least once a year and the results noted in Table 7.
Table 7 - Record of Inspections and Reviews
Date Detail of Inspection/Review Actions Taken
10. Revisions of the Plan
Table 8 - Revisions
Revision Name and
Description of main changes
date title
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11. Table of references to Templates and Guidance documents
Table 9 - References
Topics Templates Guidance
HSE02 Register of interested parties
Legal review HSE03 Legal register
HSE04 Legal compliance check
Analysis of Environmental and EM04 Register of env./social risks and
GEM01 Generic REI
Social risks and opportunities opportunities
Risk Assessment HS05 Risk Assessment
GEM02 Waste management
Waste management EM07 Office waste management Plan
GEM07 Hazardous waste
Office inspection HSE06 Office inspection report
Management of contractors and See guidance for Contractors
sub-contractors working with UNOPS
Emergency and evacuation Office emergency and evacuation plan
procedures HS04 Emergency drill record
HSE09 Incident report form
Accident/incident reporting HSE10 Incident review form
HSE11 Incident highlight form
Communication and reporting HSE13 Quarterly HSE report – office
Audit and monitoring HSE16 Internal review (audit)
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