Safety and Health Management System

5-STAR
Procedure No: OHS-PR-02-02
Communication and Consultation
ISO 45001 Clause 5 (5.4) & 7( 7.4)

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 TABLE OF CONTENTS

1 Purpose ....................................................................................................................... 3
2 Scope ........................................................................................................................... 3
3 Definition and Acronyms .............................................................................................. 3
5 Implementation Requirements ..................................................................................... 5
6 Performance Requirements ....................................................................................... 19
7 Reference Documents ............................................................................................... 19
8 Appendices ................................................................................................................ 20

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 1 Purpose

To prescribe the requirements to establish, implement and maintain processes for

participation (including consultation) in the development, planning, implementation,
evaluation and actions for improvement of the OHS management system by workers at all
applicable levels and functions, as well as external interested shareholders.

2 Scope

This procedure applies to all SEC subsidiaries, business lines and the work performed by
its employees, contractors and suppliers and community who may be affected by SEC
activities or who undertake activities on behalf of SEC.

3 Definition and Acronyms

Communication: Any act by which one person gives to or receives from person
information about that person's needs, desires, perceptions, knowledge, or affective states.
Communication may be intentional or unintentional, may involve conventional or
unconventional signals, may take linguistic or non-linguistic forms, and may occur through
spoken or other modes.
Consultation: Seeking and giving of advice, information, and / or opinion, usually involving
a consideration of different party’s views or concerns.
OHS: Occupational Health and Safety.
OHS Management System (OHSMS): Those parts of the overall management system)
that facilitates the management of OHS risks associated with the business of SEC
Company. Note: The OHS management system includes the organizational structure,
planning activities, responsibilities, practices, procedures, processes and resources for
developing, implementing, achieving, conforming with, reviewing and maintaining the OHS
Policy. The OHSMS is comprised of occupational health and safety components.
OHS Policy: Statement of intent and principles in relation to the overall OHS performance
through the OHS management system, providing a framework for action and for the setting
of its objectives and targets.
Interested Parties: Individuals or groups, including which include, but not limited to the
employees, the local community, government authorities and vendors concerned with or
affected by Saudi Electricity Company occupational health and safety performance.
Legal Requirements: Mandates and prohibitions contained in governmental OHS laws,
regulations, ordinances, etc., at all governmental levels, including, but not limited to,
obligations prescribed by government permits and judicial and administrative enforcement
orders.
Procedure: A set way or requirement to carry out an activity or process.
Records: A specific type of record relating to results achieved or providing evidence of
activities performed consisting of monitoring and other data, reports and completed forms,

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 etc., including those relating to training, internal audit and Management Review results,
which are final and not subject to modification, except when following prescribed
procedures for correcting errors.
Organization: The company, its subsidiaries and business line entities, sectors,
departments, divisions, operational units, enterprise, authority or institution, or part or
combination thereof, whether incorporated or not, that has its own functions and
administration. Note: As SEC has more than one operating unit, a single operating unit
shall be defined as an organization.
SEC: Saudi Electricity Company.
Top Management: The highest level of management of a particular SEC business line or
entity.
Note: The words “shall” and “must” in this procedure indicate mandatory requirements. The
word “should” indicates a preferred approach

4 Responsibilities and Accountabilities

4.1 Vice Presidents, Executive Directors

 Delegate appropriate OHS responsibilities and accountabilities to all levels of

management.
 Assist with resolution of OHS issues when required
 Take reasonable steps to ensure that required consultative arrangements are
established and function in workplaces under their control and that effective
consultation, participation and representation occurs between management,
workers and representative work groups.
 Ensure that effective consultation, communication and reporting takes place
between all workers.
 Support the OHS Committee process.

4.2 Managers and Supervisors

 Initiate actions to improve OHS within the responsible areas.

 Assist with resolution of OHS issues were required.
 Promote and communicate occupational health and safety awareness.
 Consult with OHS Representatives (OHSR) and /or workers regarding proposed
changes to the workplace or procedures which may affect occupational health
and safety.
 Implement proposed changes to occupational health and safety procedures and
policies.
 Promote and encourage OHS awareness and discussions.

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 4.3 Employees

 Follow all instructions issued to protect their health and safety and that of others.
 Assist in the issue resolution process were required.
 Report safety hazards to working conditions or methods of work
 Participate in OHS discussions.
 Participate in OHS Committees.

5 Implementation Requirements

5.1 Communication and Consultation Process

A safe workplace is more easily achieved when everyone involved in the work
communicates with each other to identify hazards and risks, talks about any
occupational health and safety concerns and works together to find solutions. This
includes cooperation between the people who manage or control the work and those
who carry out the work or who are affected by the work.
Lines Top Management shall develop and implement a communication and consultation
process and/or programs to ensure appropriate communication of OHS information with
their and to their employees and contractors as well as external parties takes place, so
that everybody is made aware of the requirements of the SEC OHS management
system and understands the importance why they shall follow the system and the
consequence of not.
The communication and consultation mechanisms outlined within this procedure shall
apply to the following occupational health and safety matters:
 identification of hazards and the assessment of risk arising from work performed or
planned for future completion;
 decisions associated with the selection of control measures to eliminate or minimize
the above-mentioned risks;
 decisions associated with the adequacy of facilities for the welfare of employees;
 proposed changes to the work premises, systems of work, plant or substances used
at the workplace;
 decisions regarding changes that may affect the health and safety of employees;
 decisions about consultation procedures, and any legislative requirements; and
 resolving occupational health and safety issues, monitoring the conditions at the
workplace and the provision of occupational health and safety information and
training.

5.2 Communication and Consultation Actions

5.2.1 Consultation Requirements

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 5.2.1.1 Consultation is a two-way process between workers and management. The
following represent the components of effective consultation:
 constructive, two-way discussions are undertaken to achieve optimal
occupational health and safety outcomes;
 concerns of all parties are listened to and clarified;
 views and information is sought from and shared with all parties;
 consideration is given to all views prior to final decisions being made;
and
 feedback on consultation outcomes is provided in a timely manner.

5.2.1.2 It must be recognized that consultation may not result in agreement between
all parties on all occasions.

5.2.1.3 The amount of consultation regarding a health, safety is to be:

 commensurate with the significance of the change or new process being
proposed; the level of risk associated with the change; and,

 the number of people directly affected by the change or new process.

5.2.1.4 The different methods of consulting with your employees may include:

 face to face, directly with individuals;

 indirectly with employees; and
 with employee representatives.

5.2.2 Level of Consultation

Management shall ensure communication and consultation is undertaken to a

level considered reasonably practicable, and will do so in a proactive way. This
approach should actively consider the following:

 rectification of risks considered to be significant and immediate, may be

acted upon with limited or no consultation;
 it is not always possible to consult with workers who are on leave / away
from facility or site;
 occupational health and safety consultation will often be targeted to
specifically ensure that members / sections of the workforce, who are directly
impacted by the occupational health and safety matter, may be directly
involved in the consultation;
 some occupational health and safety information is sensitive and / or
confidential – privacy requirements will be adhered to at all times;
 various arrangements exist where workers are nominated as
‘representatives’ for sites and / or specific topics. Therefore, occupational

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 health and safety consultation regarding specific topics may be limited to
consultation with nominated representatives;
 consulting, where required / relevant, with other occupational health and
safety stakeholders (external to SEC), where the execution of the duty of
another body/ organization may impact the health and safety of SEC
employees;
 directs or influences work carried out by a worker;
 engages or causes to engage a worker to carry out work (including through
contracting or subcontracting); and
 who has management or control of a workplace.

5.2.3 Sharing of Information

The objective of consultation is to foster shared understanding. To ensure
informed and constructive discussion, the following information requirements
shall apply:
 information is to be provided as early as practicable;
 adequate time is to be allowed for parties to consider information (within
available timeframes);
 all available relevant information is to be provided; and,
 information is to be presented in easy to understand language / format.

5.2.4 Opportunity for Contribution

It is important that the consultation provides an opportunity for the workforce to
contribute views and information to the decision making process. This shall be
achieved by:
 opportunity for consultation / discussions to occur;
 opportunities for all employees to participate in an occupational health and
safety meetings;
 multiple feedback paths, such as face to face, paper-based and electronic;
and,
 providing adequate time for parties to respond to information (within
available timeframes).

5.2.5 Two Way Communication

5.2.5.1 It is important that consultation includes two-way communication. This should

be achieved by:
 provision of a clear outline of the matter put forward and a clear
description of the boundaries and extent of consultation required for each
matter; and
 consultation on health and safety matters is invited prior to final decisions

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 / approvals being made (except where health and / or safety risks are
considered to be immediate).

5.2.5.2 These can be the reporting of:

 Incidents.
 Accidents.
 Near Misses.
 Unsafe Acts and Conditions.

5.2.5.3 Providing feedback and Information on:

 OHSMS performance.
 Continual improvement objectives.
 Unreasonable Health and Safety Risks.
 OHSMS Objectives and Targets.
 Corrective/preventive actions
 Audit results.
 Other OHS information required to be reported to specified parties by
corporate.
5.2.5.4 Employee involvement and consultation arrangements for OHS matters shall
be documented and interested parties informed.

5.2.6 Consideration of Views

Although consultation may not result in consensus or agreement between all
parties at all times, the expressed views of the workforce shall be taken into
account in the decision making process.

5.2.7 Advising Outcomes of Consultation

Following consultation, management, shall inform the members of the workforce
consulted of the final decision / outcome and the reasons contributing to the final
decision / outcome. This feedback shall be delivered in a timely manner.

5.3 Methods of Communication

5.3.1 OHS Statistics

SEC shall communicate its performance through graphs of lost time, medical
treatments, employee’s compensation rates, severity and incident rates, and
positive performance indicators. These will be used to facilitate continual
improvement and enhance the accountability of Top Management for meeting
an organization’s OHS objectives.

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 5.3.2 Induction Training
New employees, contractors and visitors shall receive Occupational Health,
Safety, and Fire induction training to enable them to conduct their work in a safe
manner to eliminate or mitigate incidents. Annually refresher occupational
health and safety Induction Training should be provided for existing employees.
General induction should include;
 a tour of the workplace;
 roles and responsibilities;
 workplace rules;
 emergency procedures;
 general workplace hazards and safety signs;
 workplace hazard and incident reporting;
 specific occupational health, safety and fire prevention instructions relevant
to the area (e.g. personal protective equipment, safety signage, safe work
procedures, OHS Representative); and
 communication and consultation mechanisms.

5.3.3 Risk Assessment

Employees, contractors and visitors shall be informed and trained on the
identified hazards and preventative measures to mitigate and eliminate
incidents. Any changes to identified hazards and risk when conducting Risk
Assessments must be communicated to appropriate employees.

5.3.4 Manuals, Checklists and Standard Operating Procedures

SEC Occupational health and safety Structures consolidate the rules and
requirements for working safely. Checklists can be used as “checking tools”
(e.g. inspection checklists) or guideline tools (e.g. operating checklists) to help
prevent incidents and miscommunications, increase hazard reporting, better
operate equipment, and make informed decisions about operation.
Maintenance logbooks provide a historical profile of plant and machinery.
Standard operating procedures (SOP’s) provide advice on acceptable/safe work
practices. The lock-out or tag-out of faulty equipment or work in progress can
communicate potential danger.

5.3.5 Near Miss Incidents and Accident Safety Alerts

Communicating incidents occurring in the work place demonstrates
management commitment in identifying the root cause and implement
preventative measures to prevent a recurrence. The involvement of employees
in suggesting strategies to prevent a recurrence encourages ownership of the
solution(s) and a desire to implement the recommendations. It is important to
have on-going campaigns to encourage the reporting of incident and injuries as
many employees will not report for fear of recrimination. Reporting near-misses

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 ensures preventative measures are implemented prior to an incident causing
injury or ill health. Safety alerts draw attention to issues that may require
immediate attention.

5.3.6 OHS Training

Training is conducted to respond to gaps in knowledge (Proactive approach), to
target high-risk groups or areas (reactive approach), and to adjust perception of
risk (refer to Procedure OHS-PR-02-06 Competency, Training and Awareness).

5.3.7 OHS Website

With a vast amount of information available, it is essential that the critical
information on OHS is readily accessed and understood. An OHS Intranet or
Website can provide a “one-stop shop” that includes the safety manual, policies
and fact sheets. The resources must always be available and up to date to
keep the employees informed so they are better able to respond to changing
hazards and to prevent incidents and injuries. For an OHS website to be
effective, employees need to know of its existence, they need to be motivated to
access the information, and the information needs to be updated regularly.

5.3.8 Brochures, Posters, News Letters and Videos

 A wide variety of publications on OHS matters are available. They can
range from simple instructional leaflets on particular topics such as safe
lifting, electrical safety, personal fitness, through to general items such as
checklists and guides to legislation, and sources of further information to
more detailed reports, books, etc. Small instructional leaflets can be suitable
for general distribution and should be printed matter in several languages if
the workforce is multicultural. All publications should be studied for suitability
before distribution.
 Posters can overcome language problems through the use of illustrations
and symbols. To maintain attention, posters should be kept on a special
display board (not cluttered with other notices) and changed at frequent
documented monthly intervals.
 There are a wide variety of videos and films to raise awareness in the
general health and safety area. The advent of DVD video allows greater
portability of the material as it can be viewed on a computer or Cell Phone.
Although there are a number of excellent international training videos with a
universal appeal, employees are likely to better identify with the subject
illustrated in local versions as there is a greater acceptance of material
where the narration is in the native tongue (also makes it easier to
understand the accent).
 Preparation of housekeeping or other OHS competitions annually and
including prizes to promote OHS awareness among employees. Use all
possible electronic aids for publicizing.
 Preparation of OHS newsletter monthly demonstrating OHS activities and
some good safety applications in SEC work sites. Post on OHS notice

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 boards.

5.3.9 Toolbox Talks / Job Safety Analysis or Pre-start Meetings

Topical Toolbox Talks shall be conducted weekly and monthly.
Risk based Toolbox Talks shall be carried out daily to brief the workforce on the
hazards and controls of the task to be performed before the start of the task and
during the execution of the task. These must be documented and signed off by
the supervisors and workforce conducting the task. If new hazards or risks are
introduced into the current work task, the work must be stopped and the Toolbox
Talk and/or Job Safe Procedure redone with the workforce to identify and
control the identified hazard(s).
5.3.10 Small Group Activities

Small group activities or safety circles, is based on the Quality Circle concept
which is when a selected group of employees identify, select, analyze, and
propose solutions to certain occupational health, safety or fire prevention and
issues raised by employees. The activities of these special groups should be
publicized in the SEC newsletter. (Not for project construction sites).

5.3.11 OHS Suggestion Scheme

Used to encourage and reward employees who identify hazards and risks in
SEC and suggest feasible solutions that eliminate or minimizes such hazards.
Suggestion will be studied by OHS committee and the result to be sent back to
the manager who will then send feedback to employee who made the
suggestion either with approval of the suggestion, enrolling in list of suggestions
to be awarded by OHS committee, or apology and thank letter for the
suggestion. (Not for project construction sites).

5.3.12 Notice Boards (OHS)

Used to promote the prevention of all forms of accidental loss and the 5-Star
OHS System by publicizing Star Grading achievements, injury experience
information, and other safety and health information by means of OHS notice
and grading boards erected throughout work entrances and areas, training
centers and office complexes.
 Information on OHS Notice boards should contain:
 Local injury statistics.
 OHS posters.
 OHS pictures and awards.
 Emergency procedures and emergency phone numbers.
 Names of OHS (Safety) Representatives/Coordinator.
 Incident recall information.
 OHS Policy.

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  Other relevant OHS safety information (e.g. road safety).
 Local Internal OHS Rating (A3 size).

5.3.13 OHS Signage

Safety signs communicate with people in a work area and are used to convey
numerous messages.

Some safety signs actually instruct the workforce to take certain protective
action, such as wearing particular types of PPE; others prohibit dangerous acts
which could precipitate an accident, such as smoking in an area where
flammable materials are stored or in use.

Pictograms to convey the message; and best practices encourages the use of
supporting text if necessary to clarify a sign’s meaning.
Signs should be placed in strategic locations so they can be seen and read
easily. They are usually placed at the entrance to the site. Those relating to a
specific area need to be at the entrance to that area.
If there are staff that have difficulty in seeing or understanding the sign, audible
warnings should be used.

5.3.14 OHS Annual Report

Saudi Electricity Company and /or Business Line OHS report published in both
Arabic and English. Reporting OHS demonstrates Top Management’s
commitment, company achievements in workplace safety and employee welfare
and a systematic approach to OHS risk management.

5.3.15 OHS Conferences/Seminars

OHS conferences provide an opportunity to share board information on OHS
and case studies from different organizations. They provide a forum for meeting
with other OHS professionals and managers.

5.3.16 Off -The - Job Safety (OHS)

This is done to promote off-the-job safety such as in the home, sport and
recreation as well as road safety. If off-the-job accidents and injuries are
reported, trends can be established as to common causes and shared with the
workforce and their families.
Promotion of Of-The - Job Safety (OHS) can be done through banners and
other visual material which can highlight safety messages concerning:
 Home safety.
 Road safety.
 Fire safety.

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  Chemical safety.
 Electrical safety.
 Basic First Aid.
 Safety awareness DVD's.
 Safety competitions, quizzes and activities.

5.3.17 OHS Employee Communication Meetings

These meetings are conducted to provide an opportunity for two way dialogue
with employees to voice their concerns and share their ideas regarding OHS
Management System requirements.

5.4 Communication for Urgent OHS Incidents/Events

Written communications for urgent OHS events as listed below, intended for local
governmental agencies, e.g. ERCA / Higher Commission of Industrial Security /
Ministry of Labor / GOSI / shall be communicate through the approved level in SEC,
Public Relations or through the CEO.
 Fatality.
 Major Fires.
 Major Property Damage (class A accident ref. to OHS-PR -02-26).
 Notices of and responses to alleged violations or sanctions by enforcing authorities.
 All citations, noncompliance and prohibitions received for failure to meet
governmental requirements relative to occupational health and safety laws.

5.5 Occupational Health and Safety (OHS) Committees

A two level Occupational Safety and Health (OS&H) Committee system is in
established in SEC to facilitate the management of OSH issues and to provide a forum
for OSH communication between management and employees, 5 Star OHS System
implementation, and decision making. The levels are as follows:
 OHS Executive Committee Team (EXCO) (Level 1); and
 OHS Committee (Department / Division) (Level 2).
These Committees recommend policy changes but are not accountable for OSH
policies of the organization. They do not replace the single point accountabilities for the
organization’s OHS management system, which remains with executive and line
management.

5.5.1 OHS Executive Committee Team (EXCO)

5.5.1.1 Implementation Standard

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  The Occupational Safety and Health Committee will meet formally every
three months.
 The Rapporteur of the Committee should submit a pre-prepared agenda of
items for discussion to members of the Committee one week prior to the
actual meeting.
 Members shall submit points for discussion to the Chairman of the
Committee at least one day before the meeting.
 Industrial security departments in the business areas should:
 Prepare a specific visit program by coordinate with the other BLs
(Generation – NG – Distribution – Project development - SC – HR).
 Coordinate with transportation department and PR for logistic issue.
 Defined the safety engineer with each group in order to report for any
safety observation recorded.
 Drawers of all observations and notice for each team in Power Point
before the end of visit.
 After the end of visit, the industrial security department send all
observations and notice for the sites, which balanced in her the
observations with continuation her execution.
 Industrial security development department:
 review proposal of the detailed program, and straightens the proposal to
the industrial security executive director.
 Sending of the program after approval to EXCO for attend and industrial
security department in regions for execution.

5.5.1.2 The Safety Executive Team will consist of:

 Chairperson – Chief Executive Officer.
 Executive Vice Presidents.
 Vice Presidents.
 ISD Divisional Director.
5.5.1.3 The functions of EXCO will be:
 Discuss occupational safety and health policy when needed.
 OHS Objectives and Goal Setting, focused on leading and lagging
indicators.
 Evaluate the organization’s progress toward meeting those goals with
objective measurement tools.
 Review reports prepared by ISD management with respect to any fatal
accident or condition involving significant risk to employees, contractors,
public health or safety, asset damage, fire, or the potential thereof.

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  Oversee the system of internal responsibility and accountability within the
organization.
 Visit the facilities and work sites in all operating areas to recognize the
Implementation of (OSH) requirements through site inspections.
 Decision Making and issue Executive Orders.
 Interview and discuss employees and contractors at their workplaces and
encourage them to follow safety procedures.

5.5.2 (5 STAR) Team Committee

5.5.2.1 The 5 STAR team consist of
 Generation
 NG
 Distribution
 Project develop
 Industrial security
 Facilities
 Risk Management
 HR
5.5.2.2 The tasks of 5 STAR team:
 Occupational suggestion of politics the safety and the health.
 Review the procedures of regime of the occupational safety and the health.
 The developing thoughts and the suggestions for regime the occupational
safety and the health (5 - stars).
 The contribution in status goals of the safety.
 Review plans of the safety.
 Orientation and continuation application of regime of the occupational safety
and the health (5 Stars) through difference of the level third and fourth.

5.5.3 Safety administrative council Committee

5.5.3.1 The Safety administrative council Committee consist of:
 The Distribution ED.
 The Generation ED.
 NG Maintenance ED.
 Warehouse Manager.
 Facilities Manager.

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  Industrial security Manager.
 Site Manager.
 Safety Manager.
5.5.3.2 The tasks of Safety administrative council Committee.
 Application requirements of the safety and the health inspected
environment of the work in establishments and enclosures the company in
all areas and the acquaintance on reality occupational through visits field
intertwined.
 Meeting with sites managers in all visit and the acquaintance their blessing
during application of regime the occupational safety and the health (5 -
stars) and likewise on absolute programs of the safety and futuristic and her
efficiency in improvement of performance the safety and presentation of the
recommendations and the needed advice and the guidance’s and which
from her matter performance of the safety feels.
 Interview and discuss employees and contractors at their workplaces and
encourage them to follow safety procedures.
 Interview the representative safety on-site and the information on examples
from their reports.
 The information on examples from reports of the incidents which be about
to falls and the measures the taker towards her.
 Registration of the observations related in the safety and needed saving the
supporting for execution of the decisions needed to elimination of this
observations.
 The identical hit and good presentation of example and operation through
observance panelists in requirements of the safety from where the clothes
and tasks of the protection the personal corollary during the visit on-site.

5.5.4 OHS Committee (Department / Division) (Level 2)

5.5.4.1 Implementation Standard
 Each OS&H Committee will meet formally on a regular monthly basis and
these meetings will be scheduled in advance to ensure attendance is given
priority.
 Meetings should generally be limited to 3 hours in duration.
 The committee Secretary nominated by higher-level committee Chairman.
 The Secretary must submit a pre-prepared agenda of items for discussion
to the Committee members, 1 week before the actual meeting.
 Members are to submit discussion points to the Committee Chairperson at
least 1 day before the meeting.
 Brief minutes of the meeting, noting the decisions, actions and assigned
responsibilities, shall be taken and circulated within 3 days of the meeting

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 by the Secretary of the Committee. A copy is sent to the business line Vice
President.
 Minutes will be in the form of an action plan listing:
o WHAT must be done?
o WHO will do it?
o WHEN it shall be done by.

5.5.4.2 OSH Committee (Department / Division) Team will consist of:

 Chairperson – Manager of Area (Department / Division).
 Secretary.
 Divisions Managers / Sections Heads in site.
 OHS Safety coordinators.
 Contractor Representative.
 Invited specialist (if a specific discipline is needed e.g. fire).
 Nominated Accident Investigator (NAI)
Note: The makeup of the committee membership shall be 50/50 split between
management and the workforce.

5.5.4.3 The functions of OSH Committee will be:

 To monitor the implementation of the 5 Star OHS Management System
Standards.
 To provide a forum for discussions on 5 Star OHS Management System
matters.
 To review Departmental accidents, injuries, illnesses and near miss
incidents.
 To monitor the progress of remedial measures proposed by accident
investigations.
 To review the monthly, and 12-monthly Departmental / Area injury / damage
statistics.
 To monitor outstanding near miss incident / accident investigation reports.
 To monitor outstanding Inspection Observation System actions.
 To review the schedule of personnel nominated for OHs training courses.
 To review and promote the safety suggestion scheme.
 To provide a forum for recognizing outstanding Divisions / Sections and
individuals in OHS activities.
 To facilitate the Safety audits.

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  To monitor the achievement of KPI’s.
 Supporting Safety Seminars and Exhibitions.

5.5.4.4 OHS Committee Agenda

Refer to OHS-PR-02-02-F03 OHS Safety Agenda & Meeting Minutes
Template for items should that shall form a part of a standing agenda.
OHS Meeting Minutes will be kept as per the requirements of procedure OHS-
PR-02-07 Document Control requirements.
Note: Roles and responsibilities for the OHS Representative and Committee Chairman
and Members are documented in procedure OHS-PR-02-01 Leadership, Responsibility
and Accountability.

5.6 OHS Safety Representatives (OHSR)

5.6.1 OHS Safety Representatives are any employee, excluding managers and
supervisors, (dependent on the discretion of the Manager) appointed and
selected from a work area, and represent that area and its employees.

5.6.2 OHS Safety Representatives act as liaison between various employees and
also between the employees and different levels of Management.

5.6.3 A minimum of 10% of the workforce shall be appointed as OHSR’s and their
appointments are made in writing and the term of appointment is for one year.
Formal annual 1 day OHSR training is mandatory.

5.6.4 Duties of Occupational Health & Safety Representatives vary from area to area,
but may include the following:
 Inspect the work place, including any article, substance, plant, machinery or
health and safety equipment at that work place on a monthly basis with a
view to the health and safety of the employees.
 Present an inspection checklist to management after each inspection.
 Attend meetings of the Safety Committee.
 Identify hazards, which have potential to cause accidents and injuries.
 Review the effectiveness of the OHS measures in place within the area.
 Assist Management to investigate and examine the causes of incidents
/accidents that occur.
 Make representations to the Management, or the Safety Committee
concerning hazards and threats to Employees’ safety and health.
 Participate in inspections and accompany inspectors and consultants doing
inspections of the work place.

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 5.7 External OHS Communication and Reporting
Top Management shall develop, implement, maintain and document corporate and/or
business line OHS external communications procedures which, at a minimum, require:

5.7.1 Conformance with applicable OHS Legal and OHS Other Requirements for:
 Communications with and reports to government agencies and other
external interested parties as required to maintain legal compliance.
 Corporate review and approval requirements.
 The external reporting requirements of site Emergency Preparedness and
Response.
5.7.2 Communicating Unreasonable OHS Risks, when approved by the Business Line
Leader.
5.7.3 Receiving, recording and responding appropriately to OHS communications and
inquiries from external interested parties
5.7.4 Communicating relevant site OHS impacts/hazards and associated controls to
contractors, vendors and site visitors, who supply goods, perform work or
conduct other activities that may be associated Unreasonable OHS Hazards.

5.8 Responding to External OHS Communication and Requests

Saudi Electricity Company shall make reasonable efforts to receive, record, and
respond to inquiries from external interested parties related to the OHS. All inquiries
from external interested parties that are specific to the OHS shall be directed to the
Business Line Leader.
The Business Line Leader shall make a determination on a case-by-case basis as to
how Saudi Electricity Company will respond to the inquiry. The response to the inquiry
shall be recorded and will include at a minimum, the following information:
 Requestor Name.
 Request Date.
 Nature of Request.
 Response to Request.
 Response Date.

6 Performance Requirements
6.1 OHS-STD-02-02 Communication and Consultation.

7 Reference Documents
7.1 OHS-PR-02-01 Leadership, Responsibility and Accountability.
7.2 OHS-STD-02-06 Competency, Training and Awareness.

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 7.3 OHS-PR-02-07 Document Control.
7.3 OHS-PR-02-02-F01 Communication & Consultation Register & Inspection Matrix.
7.3.1 Registers and Checklist.
 OHS-PR-02-02-F02 Meeting Attendance Register.
 OHS-PR-02-02-F03 OHS Meeting Agenda & Minutes Template.
 OHS-PR-02-02-F04 Toolbox Talk Register.

8 Appendices
None

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