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IMECO GROUP

SYSTEM PROCEDURE MANUAL WI 20

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TITLE : LABOR CAMP MANAGEMENT REV. 03 ISSUE : 2

DATE 11/09/2016

Table of Contents

DEFINITIONS ............................................................................................................................. 3

SCOPE ....................................................................................................................................... 3

CAMPS ORGANIZATION CHART .............................................................................................. 4

CAMP RULES & REGULATIONS ............................................................................................... 4

BOOKING & ALLOTMENT ......................................................................................................... 5

Policies .................................................................................................................................... 5

Responsibilities ....................................................................................................................... 5

Procedure ................................................................................................................................ 5

INTERNAL TRANSFERS ............................................................................................................ 6

CATERING, HOUSEKEEPING & LAUNDRY .............................................................................. 7

PHYSICAL SECURITY ............................................................................................................... 8

Overview ................................................................................................................................. 8

Policies .................................................................................................................................... 8

Procedure ................................................................................................................................ 9

REPAIRS & MAINTENANCE ................................................................................................... 11

Process ................................................................................................................................. 11

Procedure .............................................................................................................................. 11

ENERGY USE & CONSERVATION GUIDELINES ................................................................... 12

Overview ............................................................................................................................... 12

Objectives ............................................................................................................................. 12

Responsibilities ..................................................................................................................... 12

General ................................................................................................................................. 13

Air Conditioning Equipment ................................................................................................... 13

Heating Equipment ................................................................................................................ 13

Electrical Equipment .............................................................................................................. 14

PEST CONTROL ...................................................................................................................... 14

Policies .................................................................................................................................. 14

General Procedure ................................................................................................................ 14

Prevention & Control of Pest Infestation ................................................................................ 14

Prevention of Entry of Pest .................................................................................................... 14

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Table of Contents

Food Storage Procedure ....................................................................................................... 14

Disposal of Food ................................................................................................................... 14

CAMP HYGIENE & CLEANLINESS .......................................................................................... 17

Personal Health & Illnesses ................................................................................................... 17

General Requirements pertaining to Cleaning ....................................................................... 18

Cleaning Chemicals .............................................................................................................. 19

Cleaning Tool & Equipment ................................................................................................... 19

General Requirements pertaining to maintenance ................................................................. 20

INCIDENT MANAGEMENT ...................................................................................................... 20

Definition ............................................................................................................................... 20

Policies .................................................................................................................................. 20

Incident Handling & Reporting Procedure ............................................................................. 21

CAMP GRIEVANCE MANAGEMENT ....................................................................................... 24

Policy .................................................................................................................................... 24

Procedure: ............................................................................................................................. 24

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DEFINITIONS

Camp: Since IMECO’s camps are not just workers accommodations, the term “Camp” herein used covers all office and service buildings (catering kitchens, mess halls, laundry, etc.), workshops, warehouses and storages, in-door and out-door recreational facilities, collective and individual housing facilities, places of worship, parking areas, walkways and, electrical and mechanical equipment and machinery within the perimeter of IMECO camps.

Resident: refers to all IMECO staff and Laborers, as well as employees of contracted service companies that are working within this perimeter or residing in its housing facilities.

SCOPE

This Camps Management Plan / Manual is intended to constitute a working guide offering practical management tools for both the Camps Department staff at IMECO’s Head Office and at Camp sites as well as for their Residents.

The present Camps Manual covers the functional areas of:

− Camp rules & regulations

− Booking & allotment

− Transfers procedure

− Catering, housekeeping & laundry

− Physical security

− Maintenance & Repairs

− Pest Control

− Camp Hygiene & Cleanliness

− General Requirements pertaining to maintenance

− Incident Management

� Incident Handling

� Incident Reporting

− Camp Grievance Management

Finally, the present Camp Management Plan does not include any HSE related material; this chapter is governed by the procedures set in IMECO’s general HSE Manual.

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FACILITY MANAGEMENT - ORGANIZATION CHART

MANAGER - FACILITY

MANAGEMENT

ASSISTANT - FACILITY

MANAGEMENT

CHIEF OPERATIONS

SUPPORT OFFICER

HADI SALLOUM

CAMPSSTORES/

WAREHOUSESABU DHABI

FACILITIES

ASSISTANT MANAGER -

CAMPS

CAMP BOSS

ASSISTANT CAMP BOSSSTOREKEEPER

CAMP RULES & REGULATIONS

• IMECO Camps shall abide by the “Camp Rules & Regulations”

• The Camp Rules & Regulations shall be posted in all living quarters and common areas.

• The Camp Rules & Regulations shall be reviewed periodically by the Manager – Facility Management assisted by all Camp Bosses and suggested modification shall be submitted to the Chief Operating Support Officer for approval before adoption and dissimilation.

• The Manager – Facility Management, the Camp Boss and the Security Staff are responsible for enforcing the Rules & Regulations.

• Changes in “Camps Rules and Regulations” should obtain the prior approval of the Chief Operating Support Officer and the Chief Executive Officer.

• The Camp Boss shall report infringements to the Manager – Facility Management and to the HR & Administration Manager for disciplinary action when needed.

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BOOKING & ALLOTMENT

Policies

• Capacity planning for staff will be carried out based on the inputs received from Operations Support Department, HR & Admin. Department or other external request.

• Facility Management Department should receive all requests for accommodation as confirmation before the arrival of staff.

• For internal booking, the Facility Management Department shall coordinate with the PR Department for arranging all logistics like airport transfers, camp to sites and vice versa etc.

• For external booking, the Facility Management Department shall coordinate with the client for arranging all logistics & services.

• Facility Management Department will maintain all records (accommodation requests, check in, check outs, etc…) and update them on a regular basis.

• Facility Management Department will coordinate with the HSE Department to ensure health and safety for all staff in the camp as per the HSE policies.

Responsibilities

It shall be the responsibility of the Chief Operations Support Officer, Manager - Facility Management, Manager - Operations Support, Manager - HR & Administration Department and Manager - Public Relations to ensure the compliance and smooth running of this procedure.

Procedure

a. Internal Booking & Allotment

• Manager - Facility Management receives a list of new joiners from the Recruitment Section with information

on date of arrival, flight details etc… and informs his assistant to prepare the necessary bookings and inform Camp Boss (Transit Labour Camp) for making on board arrangements (Arranging logistics, accommodation preparation etc..)

• The Public Relations Department shall arrange airport pick up and provide initial accommodation at transit

labor camp. Camp Boss shall confirm arrival to Manager - Facility Management and Operations Support

Department (for visa processing, scheduling etc).

• Manager - Facility Management receives site details from Operations Support Department for identifying

appropriate labor camp (near to the site).

• Based on the information received, he shall allot and reserve labor camp and inform respective camp boss

(Transit/Allotted Labor Camps) regarding reservation confirmation and date of arrival.

• The Operations Support Department will be responsible for timely informing the labour camp management

about the new labour recruitments/transfers so that adequate time is available to the Facility Management

Department for making necessary arrangements (camp identification, expansion of existing camps etc).

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• The Camp Boss at the Transit Camp receives reservation confirmation from the Manager - Facility

Management and manages transfer of labor(s) to respective labor camp.

• The Camp Boss at the Transit Camp will then complete the check out formalities and update records. The

Camp Boss at the Allotted Camp shall receive the labor(s) and complete the check in formalities (allotment,

updating records etc).

• Accommodation costs shall be calculated taking into consideration all relevant costs like, Housekeeping,

Security, Food Cost, Insurance, Repairs & Maintenance, Depreciation and other operational costs for

charging on projects.

b. External Booking & Allotment

• Manager - Facility Management receives an email or official letter request from the client for accommodation of guests.

• Manager - Facility Management contacts the Camp Boss & checks for availability of accommodation in the camp area based on the client request.

• Manager - Facility Management shall confirm the availability of accommodation with the client and obtain the booking confirmation and the estimated date of arrival.

• Manager - Facility Management informs his assistant to prepare the necessary bookings and informs Camp Boss for making on board arrangements (Arranging logistics, accommodation preparation, etc…)

• The Camp Boss shall carry out the requested board arrangements based on the reservation confirmation

and date of arrival.

• The guests arrive on the agreed date and are greeted by the Camp Boss, who shall complete the check in formalities and update records.

• Accommodation costs shall be calculated taking into consideration all relevant costs like, Housekeeping, Security, Food Cost, Insurance, Repairs & Maintenance, Depreciation and other operational costs for charging on projects.

• The camp boss shall keep records of all the guests check in and check out to enumerate the man days at the end of the months and send documented report to the Manager – Facility Management.

INTERNAL TRANSFER

• The Manager - Facility Management receives the transfer notice from Sr. Manager – Operations Support

and informs his assistant to prepare the Transfer Order. The transfer order document should contain name,

date of transfer, camp location etc…

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• Once approved, the assistant shall inform the Camp Bosses to make necessary arrangements. The Camp

Bosses in the existing labor camp receives the approved Transfer Order, completes check out formalities,

updates records and manages the transfer of labor to new allotted labor camp.

• The Camp Bosses in the new allotted labor camp receives the approved Transfer Order from the Camp

Bosses in the existing labor camp. They will greet the transferred labor(s)/staff and complete the check in

formalities and the update labor records, allot rooms, etc.

CATERING, HOUSEKEEPING & LAUNDRY

• IMECO shall contract the supply, preparation and serving of food as well as housekeeping and laundry services to renowned Caterers.

• Caterer will offer 3 meals per day, 7 days per week to Resident and authorized Guests. Menus will be set

to accommodate the ethnic tastes of Residents (usually Middle Eastern, Hindu and Asian type of food). Separate menus will be devised for Senior Staff, Junior Staff and Labor.

• Foremen shall notify the Camp Boss of number and ethnic type of rations needed on their sites. Notification

should reach the Camp Boss before 9:00 a.m. for lunches and before 4:00 p.m. for dinners. • Housekeeping will cover the daily cleaning of all rooms and public ablutions and the weekly changing of

linen. Additionally and for Senior Staff living on single status, the Caterer shall arrange for daily bed making, the weekly changing of towels and the weekly supply of soap and toilet paper.

• Twice weekly the Caterer will offer the washing of all towels and the washing and ironing of personal cloths

and linen of all resident staff and labor. • Caterer shall work out of the Camp provided catering and laundry facilities where available. • When no catering facilities are available on Camp premises or in the nearby vicinity, staff will be given an

allowance and will arrange for their own food. The allowance is to be defined based on a study to be prepared by the Camps Boss according to prevailing cost of food.

• Once a week, the Catering and Housekeeping Officers shall conduct an inspection in the presence of the

Caterer’s representative. • These Reports shall be submitted to the Camp Boss for review. • When needed, the Camp Boss shall notify the Caterer in writing of issues requiring corrective action.

Copies of such requests shall be forwarded to the Manager – Facility Management.

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PHYSICAL SECURITY

Overview

This chapter covers the general security of the Camp in general and more particularly of the offices, service and housing buildings, vehicles, equipments as well as of the Camp residents.

Policies

• All IMECO Camp residents of are responsible for maintaining a high security level for the Camp buildings, equipment and vehicles.

• The Camp Boss is responsible for appropriate Security Program planning, development and management.

• Camp Security shall be an in-house function, catered for by carefully selected IMECO personnel.

• Security Officers should always be in uniform.

• The Camp Boss shall establish a schedule for Security Officers to patrol the Camp grounds repeatedly on 24 hour basis.

• Service, Worship, Recreation, Workshops, Storage and Office buildings doors should be locked after regular working schedule.

• Keys will be distributed on an as-needed basis only.

• Key distribution shall be regulated and documented.

• Key duplication is strictly forbidden.

• Lending of keys to unauthorized individuals is strictly forbidden.

• External gates, warehouses and storage areas locks shall be replaced periodically.

• Locks of all unaccounted for keys shall be promptly replaced.

• The Camp Boss should assure that all unused units are well-secured at all times.

• Sensitive documents, belongings and cash should be kept in secured safe boxes.

• The Camp Boss shall enforce clear parking rules: parking space allocation in designated areas & illegally parked vehicles removal.

• The Camp Manager is responsible for periodically conducting inspections of the Camp to ensure of proper policies and procedures implementation.

• Signs reminding residents of Camp rules should be posted and enforced throughout the Camp.

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• Access to the Camp site, buildings, and individual units should be controlled: fencing around the Camp’s perimeter should be erected, gates installed and secured, vehicles and individuals entries regulated and monitored.

• Material and equipment entries and exits should be controlled, regulated and documented.

• The Camp Boss shall establish courteous relations and close cooperation with official local law enforcement authorities.

Procedure

a. Key Management

• The Camp Boss shall provide Camp Residents with internal office and living quarters building keys for the fulfillment of their duties and responsibilities or for their housing needs.

• The Camp Boss shall keep a logbook for all distributed keys and have key custodians sign on it.

• The Camp Residents shall return the keys to the Camp Boss at the conclusion of the initial allotment or intended use and receive a waiver relieving them of their responsibility.

• Outside building keys shall be issued to Camp Bosses exclusively based on Manager – Facility Management’s approval.

• Individuals who are not IMECO employees may be issued keys for specific purposes upon approval by the Manager – Facility Management. All such keys shall be returned to the Camp Boss at the conclusion of the specific purpose for which they were issued.

• The Camp Boss shall conduct a key audit once a year to assure building and grounds security. Results of the key audit shall be documented and submitted to the Manager – Facility Management.

• The Camp Boss shall insure that all unaccounted for keys locks shall be promptly replaced.

b. Vehicle Access Control

• Security Guards at the Camp gates allow entry of vehicles based on approval from the Camp Boss.

• Visiting and delivery vehicles shall be checked; the driver shall present official identification document (Work Card, UAE ID, Passport, Driver License), state his purpose and sign the Daily Access Logbook at the gate before entering the premises.

• The gate Security Guards shall maintain a Daily Access Logbook in which they shall record all pertinent details of the visitor.

• The gate Security Guard registers the time of exit on the Daily Access Logbook.

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• Visitors whose vehicles are not authorized to access Camp grounds shall park outside and shall be subject to the Pedestrian Access procedure.

c. Pedestrian Access Control:

• Visiting individuals that need to enter the Camp on foot shall present official identification document, state his purpose and sign the Daily Access Logbook at the gate before entering the premises.

• The gate Security Guards shall record all visitor’s pertinent details in the Daily Access Logbook.

• The gate Security Guard registers the time of exit on the Daily Access Logbook.

d. Security Checks

• Security Guards have the right to conduct regular or spot searches of all Camp facilities including living quarters and of all vehicles entering or exiting the Camp.

• IMECO Staff, Service Contractors and Camp Visitors are requested to declare to gate Security Guard any material or equipment they are bringing into the Camp if they intend to take it out when exiting.

• Gate Security Guard registers such material and equipment in the Daily Access Logbook.

• Taking material and equipment that are not pre-registered out of the Camp requires a duly approved “Request for Transfer of Material/Asset” form or the written approval of the Camp Manager.

• The Senior Security Officer shall prepare a Schedule for Security Rounds devising the time and route according to which Security Guards tour the Camp grounds to ensure that order is prevailing, unused premises are locked, Resident and Camp property are safe and to spot and deter any suspicious activity.

• It is the Senior Officer’s duty to ensure through ad-hoc checks that the rounds are executed as planned.

• Once weekly and at a time and day chosen randomly, the Camp Boss, accompanied by the Security Officer, shall conduct a thorough assessment of the Camp Security.

• They should promptly address any weaknesses & describe the corrective action to solve the problem.

• The Manager – Facility Management shall address any serious security concern to the Chief Operating Support Officer for proper decision.

• The Manager – Facility Management shall also assess the Camp Security during his visits to the Camp.

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REPAIRS & MAINTENANCE

Process

Procedure

Step Activity Responsibility

1 Identify repairs/maintenance works to be carried out by conducting periodic inspection of facilities. Receive complaints from users regarding the repairs/maintenance works to be conducted.

Camp

Boss/Users

2 Enter complaints in the log book (Date, location, complaint type like electrical, civil etc).

Assistant

3 Assign complaint to the concerned in-house employee

(electrical/mechanical/carpenter/civil etc). Camp Boss

4 Receive complaint and attend to the same and check whether the necessary repairs/maintenance work can be conducted in-house.

Assigned

employee

5A Can be repaired in-house

Conduct repairs/maintenance works.

Assigned

employee

5B Cannot be repaired in-house

Inform Camp Boss.

Assigned

employee

6 Prepare Service Requisition and forward it to the Manager – Facility Management for approval, processing & follow up.

Camp Boss

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ENERGY USE & CONSERVATION GUIDELINES

Overview

The Manager – Facility Management Department has established energy conservation as a major priority. The

Department recognizes that the conservation of energy is in the best interest of our total society, as well as of

IMECO.

This policy is intended to reduce consumption of sources of energy.

It shall be the responsibility of all employees to actively participate in conservation efforts in order to reduce

consumption.

The energy conservation program in the Camps shall be organized to provide comprehensive energy operation

guidelines, practices and procedures that minimize the use of all forms of energy and natural resources in

IMECO’s facilities.

It shall be the responsibility of the Camp Boss in coordination with the HSE officer to implement, direct, monitors,

evaluate and report energy conservation efforts to the Manager – Facility Management.

Objectives

• Eliminate energy waste and promote effective energy use.

• Ensure comfort for the staff and workers.

• Ensure acceptable indoor air quality as per accepted standards.

Responsibilities

• Every person is expected to be an energy saver.

• All IMECO staff is responsible for implementation of the guidelines.

• A Camp Boss shall be designated to be responsible for control of common areas, (dining areas, recreation rooms, worship rooms, etc.).

• The Camp Boss is responsible for the energy usage of his building.

• The HSE Department performs routine audits of all facilities and communicates the audit results to the Camp Boss and Manager – Facility Management.

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General

1. All unnecessary lighting in unoccupied areas will be turned off. Utilize natural lighting where appropriate.

2. All outside lighting shall be off during daylight hours.

3. Common areas lights should not be left on unless the area is being utilized.

4. Residents shall refrain from turning lights on unless definitely needed: lights not only consume electricity, but also give off heat that places an additional load on the air conditioning equipment and thereby increases the use of electricity necessary to cool the room.

5. Room doors shall remain closed when AC is operating. Doors between conditioned space and non-conditioned space remain closed at all times.

6. All office machines (copy machines, laminating equipment, etc.) shall be switched off each night and during unoccupied times. Fax machines should remain on.

7. All computers should be turned off each night. This includes the monitor, local printer, and speakers. Network equipment is excluded.

8. All capable computers should be programmed for the energy saver mode using the power management feature. If network constraints restrict this for the PC, ensure the monitor sleeps' after 10-minutes of inactivity.

Air Conditioning Equipment

1. Occupied rooms’ temperature settings shall NOT be set below 22°C.

2. Equipment appropriate filtration shall be utilized and filtration shall be changed or replaced in accordance with an established schedule.

3. In all areas which have evaporative coolers such as shops, kitchens and recreation rooms, the doors should be kept closed as much as possible.

Heating Equipment

1. Occupied rooms’ temperature setting shall NOT be above 24°C.

2. Water heaters shall NOT be set higher than 90°C.

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Electrical Equipment

1. Residents are not allowed to temper with existing electrical fitting or to install extra sockets.

2. The use of high power consumption electrical equipment (electrical stoves, heaters, hair dryers, etc.) in living quarter is forbidden.

3. The use of electrical equipment is strictly forbidden in common or individual bathrooms.

4. Should Residents want to utilize personal electrical equipment, they should seek the Camp Manager’s approval by submitting a written request.

PEST CONTROL

Policies

• Pest Control preventive application measures shall be conducted monthly for catering facilities, living quarters and office facilities.

• Pesticide application in a building or on Camp grounds shall only be done by companies licensed by the Abu Dhabi Municipality.

• Empty pesticide containers shall be securely placed in a plastic bag and properly disposed into a garbage receptacle.

• All common household pesticides, such as roach spray, chlorine bleach, kitchen and bathroom disinfectants, rat poison, insect sprays, repellents, baits, and any other pesticide products applied in the housing unit must be used according to the distributor or manufacturer’s label on the product.

• All pesticide containers shall contain their original product and the containers shall be properly labeled. Pesticide containers found with products other than the original contents shall be discarded immediately.

• Containers containing common household pesticides used within housing units must be properly stored in a safe place, such as in a closet or cabinet away from food and other consumable items.

General Procedure

• Camp premises should be kept free of pests like rodents, insects, birds and animals.

• Camp buildings, grounds and surrounding areas should be inspected by the Camp Boss & camp staff

regularly to look for signs of pest infestation.

• Whenever pests are detected, control actions should be taken promptly to rectify the situation.

• Pest control activities shall be done by specialist licensed pest control agencies that can carry out pest inspection and subsequent control work. They must only use approved chemicals and methods.

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• The Camp Boss will enforce, through continuous cleaning and maintenance measures, a Pest Control Program to eliminate insects and rodents hiding and breeding grounds.

• Pest sightings will be reported by Camp Boss to the HSE Officer who will evaluate the problem and issue recommendation to the Manager – Facility Management

• The Manager – Facility Management determines the appropriate pest management techniques to use to address the problem: increased sanitation, modifying storage practices, sealing entry points, physically removing the pest, etc.

Prevention and Control of Pest Infestation

To avoid pest infestation, it is necessary to maintain the storage premises at high standards of hygiene and

immediately fix any structural defects. Proofing measures should be adopted to block the entry of pests. Foods

should be properly protected and waste disposed of to remove their food source.

Prevention of Entry of Pests

Particular attention should be given to the following in the prevention and control of pests in camp premises:

- Any holes or crevices in ceilings, walls and floors should be sealed by cement or metal plates ;

- Windows, ventilation openings and doors should be installed with mesh screens. Doors / screen doors

should be self-closing and kept closed at all times;

- Any missing or damaged gratings of drains should be installed or replaced immediately.

- Elimination of harbourage for pests

o False ceilings should be avoided in food storage areas as far as possible;

o Any defects on walls, floors, ceilings, woodwork and all other parts of the structure of food premises

should be promptly repaired;

o Disused articles or equipment should be stored in food storage premises. If accumulation of articles is

unavoidable, they should be moved regularly to eliminate harbourage of pests.

- Elimination of food sources to pests

o All foods as well as condiments should be covered and stored properly in sealed containers;

o Floors of food storage premises should be kept clean and free from food remnants, especially

overnight;

- Eradication of pests

o Places, clothing and equipment contaminated by pests should be cleaned and disinfected as soon as

possible;

o Pest control devices should be designed and located to effectively control the presence of pests in a

food storage premises. Insect control devices designed to trap insects by adhesive or devices that may

expel the insects or insect fragments should be installed so that the dead insects or insect fragments

cannot fall onto exposed food or equipment. To be effective, insect traps (sticky pads or similar

devices) should be changed regularly or when loaded with insects;

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o Electric Fly Killers (EFKs) equipped with catch trays can be used to eliminate flying insects in food

premises. The EFK should be placed at least 1.5m (preferably 4.5 – 6 M) away from a food handling

area. Only low wall or ceiling mounted type EFKs should be used, and EFKs should not be directly

above food preparation or storage areas;

o Pest control activities shall be done by specialist pest control agencies licensed and approved to

operate in Abu Dhabi, utilizing approved chemicals and methods. IMECO has the primary responsibility

to ensure that a competent person carries out the pest control operation in the premises;

o Rodenticides and insecticides should be applied in such a manner as not to contaminate foods – foods

should be well covered and protected.

o In the event of pest infestation, any contaminated equipment, containers and food contact surfaces

should be thoroughly cleaned and disinfected. Any food that has been contaminated by pests or pest

control chemicals should be disposed off.

- Keeping of Records

o Proper records of pest control inspections, surveys, maintenance and service, shall be kept.

o Documentation include:

� copy of the contract with the pest control agency

� the name of the pest control technician responsible

� the chemicals used for pest control (with the concentrations applied),

� the frequency of application; and

� records of inspection and monitoring.

Food Storage Procedures

• Rotation of food stocks in storage areas should occur frequently to ensure that the “first-in-first-out” rule is

followed. Food products removed from storage should always be the oldest food stocks present.

• Food should be stored in suitable and safe containers and covered. If packaged, suitability of packaging

should be ensured.

Disposal of Food

• Food that has been found or suspected to be unsafe or unsuitable (e.g. food that is subject to recall or has

been returned, temperature abused, contaminated or damaged) shall be rejected or identified (e.g. marked,

labelled, kept in a separated container or isolated area), kept separately and disposed of as quickly as

possible.

• It shall never be used for human consumption. Details of rejected items shall be documented as a near

miss report.

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CAMP HYGIENE & CLEANLINESS Personal Health and Illnesses

High standards of personal hygiene should be maintained to ensure that those who come into contact with

diseases:

- maintaining an appropriate degree of personal cleanliness;

- behaving and operating in an appropriate manner.

Hand hygiene is an important step to prevent spread of illnesses.

- Staff working onsite and providing camp services should be kept clean at all times. Nails should be kept

short and free of nail varnish

- Camp staff shall wash their hands-

o before commencing work

o before handling food

o after visiting the toilet

o after putting on or changing a wound dressing

o after dealing with an ill colleague or customer

o after coming into contact with pests or their faeces

o after handling contaminated raw foods of animal or plant origin

o after handling soiled equipment or utensils

o after coughing, sneezing, smoking, eating, drinking or blowing nose

o after handling animals or waste

o after engaging in any activities that may contaminate hands (e.g. handling money, carrying out cleaning

duties, etc.); or

o after returning from a break.

- hand washing must be frequent, thorough and performed in wash hand basins;

- wearing gloves should not be an alternative to proper hand washing.

- When returning to work after medical leave or illness, camp staff should have written clearance from the

treating physician, particularly in the case of diagnosed, reportable communicable diseases.

On a more specific note, all food handlers should be in good health, have good eyesight and be able to

read, especially if they are responsible for checking thermometers, instructions on labels, date coding etc.

All staff engaged in food handling must:

- be free from any symptoms of illnesses or communicable diseases such as diarrhoea, vomiting, fever, sore

throat, abdominal pain and jaundice;

- not be carriers of food-borne diseases e.g. typhoid/paratyphoid, cholera, hepatitis type A; and

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- not be suffering from discharging wounds or sores on any exposed part of their bodies; or from discharge

from their ears, eyes or noses.

In the course of handling food and for any person entering a food storage area, hair should be covered with a

clean hat or hair net. Where required, beards should be completely covered with beard nets.

A food handler should be instructed to report to the person in charge if they are suffering from a communicable

disease.

If a food handler is suffering from an illness or communicable disease, the Person in Charge is responsible for

ensuring appropriate action is taken. This may include excluding the individual from activities that involve the

handling of food or food contact surfaces, and equipment, or authorizing the individual’s absence from the work

place.

Food handlers suffering from any food borne illness should not return to work until 48 hours after the disease

symptoms have completely cleared and they have finished using any medication.

General Requirements Pertaining to Cleaning

To achieve the appropriate standard of cleanliness, IMECO relies on a cleaning / disinfection programme that

encompasses all buildings, facilities, stores, equipments & vehicles, as well as general environmental cleaning.

Cleaning methods suitable for the surfaces to be cleaned, need to be strictly adhered as per the established

frequency of cleaning applicable to these specific areas.

The cleaning method used should always take into consideration the potential microbiological risks, i.e.

pathogenic and spoilage microorganisms, and potential chemical and allergen risks.

The cleaning programme should be maintained with the due consideration to the following details:

- what is to be cleaned;

- which chemicals, materials and equipment to be used for cleaning;

- dilution and contact time of the chemical;

- method of cleaning ( how);

- frequency of cleaning ( when and how often);

- time necessary to clean it;

- who has to clean it (name of the person);

- safety precaution to be taken- protective clothing to be worn;

- who is responsible for monitoring and recording what has been cleaned.

Surfaces should be cleaned at a frequency that prevents accumulation of dirt, grease and other residues,

preferably once a week or more as required.

Cleaning has to be carried out in a systematic manner, for example, in sequence from walls, contact surfaces of

equipment and then the floors.

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Surfaces of furniture, equipment, utensils & other items should be kept clean and free from noxious matters by

regular cleaning and disinfection at a frequency that prevents accumulation of deposits, dirt and other residues,

having regard to their use.

Cleaning Chemicals

Chemicals used for cleaning and disinfection/sanitizing must be suitable for use.

IMECO should determine the appropriate cleaning method in consultation with the supplier of chemical service

provider.

Detergents used for cleaning surfaces should be appropriate for the task, and be able to effectively remove dirt

and other residues.

Material Safety Data Sheet (MSDS) along with the documents of validation pertaining to the suitability and

effectiveness of the chemical and/or the process of disinfection/sanitizing should be retained at all times.

The documents should include validation data with the following details:

- evidence that the chemicals are suitable for the tasks being carried out;

- evidence that the chemicals will be effective against pathogens of concern;

Instructions on how to use the agents should always be followed, especially the optimal combination of the

temperature, pH and concentration of the agent. If the instructions are not clear, further advice should be sought

from the supplier.

All chemicals should be labelled properly and properly stored. Chemicals should be stored securely and in

accordance with the manufacturer’s recommendation.

The concerned person in the establishment should:

- be trained on the use of the disinfectant;

- keep records of disinfectant concentrations.

Cleaning Tools and Equipment

The design of the cleaning tools and their handling and storage are also important to ensure effective cleaning.

- The design of the cleaning tools must be suitable for effective cleaning with no hiding places for dirt or

bacteria to accumulate.

- Materials should be suitable to withstand the effect of cleaning chemicals.

- Brushes made of wood and natural bristles must be avoided and worn out brushes must be replaced.

- Mops with detachable heads that can be washed should be used for cleaning the floor.

- Cleaning tools should be stored clean and dry after use in designated areas that facilitates drying.

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General Requirements Pertaining to Maintenance

Floor surfaces should be maintained in good condition, free of cracks, crevices or other defects. There should be

no dips or hollows. Floors should be free from accumulation of food waste, dirt, grease or other visible obnoxious

matter. They should be washed with detergents at least once daily. Hot water or steam may be used for better

removal of dirt.

Coving between floor and wall junctions should be kept clean, in good repair and be bonded firmly to their

positions.

Walls of storage rooms should be cleaned frequently. Wall surfaces or ceilings should be clear of unnecessary

fittings or decorations such as unnecessary posters or pictures as far as possible.

Junctions between walls, and between walls and ceilings, should be tightly sealed and maintained in good

condition, and free from cracks, crevices, holes or gaps or flaking materials. Any holes or gaps that may allow

access of pests to wall and ceiling cavities should be sealed up. False ceilings should be cleaned to remove

accumulation of dust, particles or debris that may fall on to foods as to cause contamination.

INCIDENT MANAGEMENT

Definition

Security Incident: An act which directly or indirectly affects, or is likely to affect, the security of people or assets

on any IMECO Camp

Serious Security Incident: Are those incidents that occur on Camp ground that result in death, injury, abuse to

Camp Staff, Residents, or others; or damage to property. Serious Security Incidents are also actions which are

illegal or potentially dangerous to Camp Staff, Residents or others and action that are disruptive to normal Camp

life in general. Serious Security Incidents also include acts of arson, sexual or suicidal behavior, protests, and

planned or emergency interventions.

Policies

• The Camp Boss should quickly, fairly, and consistently respond to Camp Rules and Regulations violations.

• The Camp Boss should immediately notify the Manager – Facility Management by phone of any serious

incidents and of incidents that could degenerate into an out-of-control situation.

• The Camp Boss shall document all incidents in the Camp Security Logbook.

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Incident Handling Procedure

• Upon the occurrence (or discovery) of an incident Security Personnel and Camp Residents should immediately notify the concerned Camp Boss.

• The Camp Boss should assess the situation and determine if he can handle the situation on his own or if he should request the intervention of Security Officers and of the Manager – Facility Management

• People not connected with the incident should be kept at a distance to avoid further escalation or tempering with evidences.

• Altercations and fights (no or minor injuries):

1. The Camp Boss or the Security Officers separate and isolate involved parties.

2. The First- Aid person or the Camp Nurse treats the injuries.

3. The Camp Boss hears each side’s version in private.

4. The Camp Boss determines responsibilities.

5. The Camp Boss imposes reconciliation.

6. The Camp Boss takes further administrative action if he deems that necessary.

7. The Camp Boss documents the incident in the Camp Security Logbook.

• Assault, fights (serious injuries), accident (serious injuries/fatalities) and natural or caused death: 1. The Camp Boss should be immediately informed.

2. The Security Officers contain the situation to safeguard everyone’s safety by disarming the involved parties

and confiscating the weapons (if applicable).

3. The Security Officers separate parties involved and isolate them.

4. The Security Officers secure the scene to avoid tempering with evidences.

5. The Camp Boss immediately contacts the Manager – Facility Management for further instructions.

6. If the Manager – Facility Management deems necessary, the Camp Boss calls the Police.

7. The Camp Boss follows Police directives.

8. The First- Aid person or the Camp Nurse treats minor injuries on the spot; serious injuries are evacuated to the nearest medical facility.

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9. The Camp Boss obtains a copy of the Police report.

10. In-depth investigation should be opened to gather all facts and determine responsibilities.

11. Further administrative or legal (if deemed necessary) action is taken.

12. The Camp Boss applies the Incident Reporting Procedure.

• Dangerous behavior, illegal misconduct and use or discovery of illegal substances and material: 1. The Camp Boss should be immediately informed.

2. The Security Officers contain the situation to safeguard everyone’s safety.

3. The Security Officers detain the concerned party making sure that he cannot further harm himself or others. In case there are several concerned parties, they should be detained separately.

4. The Security Officers confiscate the illegal substances and material (if applicable).

5. The Camp Boss immediately contacts the Manager – Facility Management for further instructions.







• Theft and vandalism: 1. The Camp Boss should be immediately informed.

2. The Security Personnel, the Camp Residents and the Camp Boss will not attempt to repair the damage or

touch anything until directed to do so by the Manager – Facility Management.

3. The Security Officers secure the scene to avoid tempering with evidences.

4. The Security Personnel, the Camp Residents and the Camp Boss report to the Manager – Facility Management what has been stolen or destroyed.

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7. When applicable, the Camp Boss takes photos to document the incident.

8. If perpetrators are caught in the act, they should be detained by Security Officers and subjected to questioning by the Camp Boss.

9. If there are suspects, the Camp Boss should discretely send for them for questioning (if they are Camp Residents) and order for a search of their rooms and vehicles.




13. The Camp Boss applies the Incident Reporting Procedure (HSE-GEN- 03 “Emergency Management and Incident & Performance Reporting” in the General HSE Procedure Manual.

• Act of arson: 1. The Manager – Facility Management should be immediately informed.

2. The Security Personnel, the Camp Residents and the Camp Boss apply the fire fighting measures as per

guidelines detailed in the HSE Manual.

3. The Camp Boss assesses the situation and judges if he should contact the Fire Department

4. The Camp Boss contacts the Manager – Facility Management for further instructions if needed.



7. When fire is contained the Security Officers secure the scene to avoid tempering with evidences.

8. The Camp Boss takes photos to document damages sustained.

9. If perpetrators are caught in the act, they should be detained by Security Officers and subjected to questioning by the Camp Boss/ Manager – Facility Management

10. If there are suspects, the Camp Boss should discretely send for them for questioning (if they are Camp Residents).

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11. The Camp Boss obtains a copy of the Police and Fire Department reports.




CAMP GRIEVANCE MANAGEMENT

Policy

• Each Camp Resident has the right to raise complaints or grievances.

• The Camp Staff will assist persons in understanding this right and the process for making a grievance known.

• The Resident making the grievance may do so in writing or verbally to his Camp Boss or to the Manager – Facility Management.

• Making a complaint or grievance will not prejudice any future services or supports and the affected Resident will not suffer any negative effects due to filing a complaint.

• The Camp Boss will ensure that no individual shall be coerced, intimidated, threatened or retaliated against because the Resident has exercised his right to file a grievance or has participated in the grievance process.

• Every effort will be made to resolve the concern at the earliest stage and in a fair manner.

Procedure:

1. Manager – Facility Management will provide this grievance process to IMECO staff members housed in Company camp facilities in a manner understandable to all at the time of joining, when there is a change to the procedure, or upon request.

2. Complaints and grievances may be about services, supports, staff, disciplinary actions, other Residents or other areas.

3. Residents may express a grievance or complaint, in writing or verbally to their Camp Boss or Manager – Facility Management. If a verbal complaint is made, the complaint will be put in writing for follow-up.

4. Camp Boss will ensure that a written log is kept which tracks the complaint and its resolution.

5. The Camp Boss will try to resolve the complaint to the satisfaction of all parties as soon as possible. If an immediate resolution is not possible, the Camp Boss will offer an opportunity for all parties to come together to try to find a mutually acceptable solution. All parties will be informed about a meeting time and place.

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6. The Camp Boss will make all attempts to resolve the complaint within three days following any meeting.

7. The Camp Boss will ensure that agreements are documented and all involved parties are notified of the decisions made during discussions, meetings or mediation.

8. If the complaint or grievance cannot be resolved by the Camp Boss, the complaint may be submitted to the Manager – Facility Management for consideration.

9. The Manager – Facility Management shall, when needed, consult with the HR & Administration Manager, Chief Operating Support Officer or any other party before taking a decision.

10. The Manager – Facility Management shall inform the Camp Boss in writing of his decision.

11. The Camp Boss will ensure that all concerned parties are notified of the decision.

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