REPUBLIC OF KENYA

MINISTRY OF GENDER, CHILDREN AND SOCIAL

DEVELOPMENT

OCCUPATIONAL SAFETY AND HEALTH POLICY

30TH APRIL, 2009

FOREWORD
This policy has been developed by this Ministry in consultation with the
Directorate of Occupational Safety and Health, Ministry of Labour. It applies
to employees of the Ministry, trainees, children, visitors, volunteers and
contractors while visiting or conducting business at Ministerial workplaces and
while participating in authorized Ministerial activities outside the Ministrys
designated workplaces.
The Ministrys Occupational Safety and Health policy involves implementing
measures to ensure a Safe and Healthy working and learning environment
for all in accordance with the Occupational Safety and Health Act 2007, Work
injury benefits Act No.13 of 2007, The Factories and Other Places of Work
(Medical Examination) Rules 2005. L.N.24 , The Factories and Other Places
of Work (Fire Risk Reduction) Rules, 2007 L.N. 59 and other relevant
subsidiary legislations and regulations.
Where relevant, this policy should be read and applied in conjunction with
related Government directives in the Code of Regulations, Public Officer
Ethics Act of 2005, Code of Conduct for Public Officers, The Public
Procurement and Disposal Act 2005, amongst others.
The Ministry is committed to regular Occupational Safety and Health
consultation with staff and their representatives and, when necessary, with
contractors and suppliers of goods and services in order to ensure that
occupational safety and health management is of the highest standard.
The Ministry shall be guided in its policy by the relevant statutory and
regulatory requirements which we aim to adhere to. We shall progressively
audit our activities and workplaces and implement recommendations for
efficient, safe and healthy standards.
This commitment calls for a sustained collaboration and co-operation by all
parties who are impacted on by the Ministrys workplaces.

DR. JAMES .W. NYIKAL, CBS

PERMANENT SECRETARY
MINISTRY OF GENDER, CHILDREN AND SOCIAL DEVELOPMENT.
APRIL 2009.

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ACRONYMS AND ABBREVIATIONS

OS&H

Occupational Safety and Health

NEMA

National Environmental Management Authority

PPE

Personal Protection Equipment

OSHA

Occupational Safety and Health Act,2007

DEPT

Department

MGC&SD

Ministry of Gender, Children and Social Development

ICT

Information Communication and Technology

ILO

International Labour Organisation

OSHC

Occupational Safety and Health Committee

WIBA

Work Injury Benefits Act,2005

COR

Code of Regulations

PP&DA

Public Procurement and Disposal Act

CRT

Cathode Ray Tube

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TABLE OF CONTENTS
FOREWORD...................................................................................................................... i
ACRONYMS AND ABBREVIATIONS ......................................................................... ii
TABLE OF CONTENTS ................................................................................................ iii
OBJECTIVE OF THE POLICY ...................................................................................... 1
APPLICATION OF THE POLICY.................................................................................. 1
MINISTERIAL ACTIVITIES, ASSOCIATED HAZARDS, RISKS AND
MITIGATIONS .................................................................................................................. 2
ROLES AND RESPONSIBILITIES............................................................................... 4
REVIEW OF THE POLICY ............................................................................................. 6
OFFICIAL CONTACT ..................................................................................................... 6
FOR MORE INFORMATION CONTACT:.................................................................... 6
APPENDICES.................................................................................................................... i
ANNEX 1. NOTICE BY EMPLOYER OF AN OCCUPATIONAL
ACCIDENT/DISEASE OF AN EMPLOYEE ............................................................ i
ANNEX 2. PERMIT TO WORK FORM.................................................................... i
ANNEX 3. OCCUPATIONAL SAFETY AND HEALTH AUDIT TOOL ............... i
ANNEX 4. FORMAT FOR REPORTING SPECIFIC HAZARDS AT WORK
PLACE......................................................................................................................... i

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OBJECTIVE OF THE POLICY

To provide guidelines for the Ministry to make conscious effort to conserve and
improve safe and healthy working conditions for staff, clients and visitors in
compliance with Occupational Safety and Health Act No. 15 of 2007; and any
other relevant occupational safety and health legislation and regulations

APPLICATION OF THE POLICY

This Policy will apply to all the Ministrys staff, Clients and Visitors lawfully
present within its work places or involved in any way in the Ministrys activities
outside its designated workplaces.

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MINISTERIAL ACTIVITIES, ASSOCIATED

HAZARDS, RISKS AND MITIGATIONS
Organizations main
activities

Associated Hazards/
Risks/Problems

Mitigation Measures/Facilities

1. Records and data

management

1. Ergonomic problems due to long

hours of sitting.
2. Glare due to long hours of
exposure to computer screen.
3. Damage and loss of records
and data by poor filing
equipment, viruses, hacking etc
4. Associated occupational
diseases e.g. allergies, coughs
etc
5. Air pollution

1. Provision of appropriate sitting facility

(high-back swivel adjustable seat and
appropriate desk)
2. Antiglare facility fitted on the CRT
computer screens.
3. Provision of modern data and records
storage systems
4. Provision of PPE
5. Introduction of breaks in between working
hours.
6. Rotation of staff.
7. Provision of authentic equipment, tools,
network security software etc

2. Interactions with the

Community e.g. social
enquiry, inspections, cash
transfers, grants, court
sessions, group
registration, community
mobilization etc

1. Employees insecurity e.g.

assault, robbery, etc
2. lack of Identification card for
employees
3. Conveyance and Handling of
cash
4. Loss of money and documents
5. Exposure to harmful chemicals

1. Provision of appropriate security

arrangements
2. Training employees in public relations and
counseling
3. Providing passes
4. Provide Permit to work form.( see annex
2)
5. Issue all staff with Civil Servants/ministry
identity cards/volunteers identity cards
6. Reinforced premises
7. Security vetting
8. Insurance

3. Basic housekeeping in
Statutory children
institutions,
vocational/rehabilitation
centers and offices

1.
2.
3.
4.
5.

1. Provision of fire exits and fire fighting

equipment
2. Expand the existing facilities
3. Sharing of both staff, and children in
institutions through distribution according
to institution capacity by Weekly reporting
on population in institutions
4. Medical examination and treatment of all
children before admission
5. Provision of First Aid Kit
6. Proper ergonomics and counseling.
7. Proper installation, repairs and
maintenance of electrical equipment and
use of designated cooking areas
8. Fire drills and training
9. Ensure medical reports are availed on
admission
10. Provision of adequate storage facilities
11. Provision of PPE

6.

7.
8.
9.
10.
11.
12.

Fire outbreaks
Overcrowding
Disease/ infections outbreaks
Physical injury
Stress and fatigue for
employees
Danger posed by exposed
electrical wires and electrical
appliances e.g. hot plates,
electric kettles etc
Food contamination
Suffocation,
Dehydration
Air Pollution
Loss of property
Electrocution

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Organizations main
activities

Associated Hazards/
Risks/Problems

Mitigation Measures/Facilities

4. Transport

1. Motor vehicle, bicycle and motor

cycle accidents
2. Physical injury
3. Fire outbreaks
4. Stress
5. Exposure to harmful chemicals
and weather elements

5. Procurement of goods and

services

1. Substandard goods that pose

danger to the user(s) e.g.
computers, printers,
2. Danger posed on receiving
goods e.g. drugs, detergents
and chemicals
3. Procurement including technical
evaluation and verification
1. Storage and handling of goods
2. Spillage & leakage of hazardous
materials e.g. Acids and
pungent smells and sometimes
poison emitted from rubber,
toner etc
3. Insecurity and leakage in
Server Rooms

1. Properly maintained motor vehicles,

bicycles and motor cycles and disciplined
drivers
2. Regularly servicing of Motor vehicles,
bicycles and motor cycles
3. Refresher courses for drivers
4. provide accident (DOSH1)form (see
annex I)
5. Provision of adequate fire and First Aid Kit
1. Provision of goods as specified by the
user(s)
2. Provide personal protective equipment
3. Ensure that all suppliers are aware of and
adhere to our OS &H standards
procurement of goods according to proper
specifications
4. Training of staff
1. Use of proper recommended disposal
methods as provided by the Public
Procurement Disposal Act 2005, NEMA.
2. Provide security and drainage system in
the server rooms
3. Provide adequate storage facilities and
PPE,
4. Assign security personnel and install a
drainage pipe in server rooms.
1. Ensure that cleaners are aware of and
adhere to our OS&H standards
2. Provision of PPEs, ladders and pulleys

6. Storage and disposal

4. Cleaning

5. Social Welfare

6. Handling Confidential
Information

7. Customer Care

1. Danger posed by wet slippery

floors, cleaning detergents and
disinfectants, dusty surfaces,
naphthalene balls, fumigants etc
2. Cleaning heights
1. Stress and fatigue from
exogenous factors

1.
2.
3.
4.
5.
1.

Stress Related Complications,

Intimidation
Harassment
Stigmatization
Discrimination
Handling difficult, suspicious,
impatient and sometimes violent
clients

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1.
2.
3.
4.
5.

Provision of a cup of tea to every staff

Provision of designated cooking areas
Work place counseling services
Compensation in case of accidents
Initiate and operationalize Ministerial/Dept
Welfare Associations

1. Discrete appointment of person(s)

handling confidential information.
2. Enhancing procedure for handling of
secret information
1. Establishing customer care desks
2. Training of employees on customer care
management and public relations

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ROLES AND RESPONSIBILITIES

A.ROLES AND RESPONSIBILITIES OF THE ACCOUNTING OFFICER
Appoint Ministerial Occupational Safety And Health Committee
Provide, at no cost to the Committee, a suitable venue and other facilities for holding
Committee meetings
Allow members to attend the meetings and other functions of the Committee without loss of
earnings, opportunities for promotion or advancement
Ensure that all safety representatives have undertaken the training courses organized for
purposes of these Rules
Provide the Committee with

Any information or report on any accidents, dangerous occurrences and incidents of

occupational diseases immediately it comes to his knowledge
Statistics of accidents, dangerous occurrences, and incidents of occupational diseases
All the necessary and relevant information on hazardous substances
Safety and health reference material or facilities

Cause the monitoring and evaluation of hazards and risks identified by the Committee to be
carried out by a competent person
Develop a clearly defined safety and health policy and bring it to the notice of all employees
at the work place, and send a copy of the policy to the director DOSH, Ministry of Labour
Facilitate the implementation and review of the organizations safety and health policy
Make available to the Committee legislation on occupational safety and health
Make a report to the director on all accidents as required under the Principal Act
Chair meetings, and, in his absence, delegate the function to a senior member of the
management
Cause to be maintained a record of the proceedings of Committee meetings and reports of
the audit referred to in these Rules
Ensure that all matters set out in these Rules are complied with

B.ROLES AND RESPONSIBILITIES OF THE OCCUPATIONAL SAFETY

AND HEALTH COMMITTEE (OS&HC)
Establish a schedule of inspection of the workplace for each calendar year;
Conduct safety and health inspections at least once in every three months;
Inspect, investigate and make recommendations to the occupier immediately any accident or
dangerous occurrence takes place;

Identify occupational hazards and cases of ill health among workers at the workplace and
make appropriate recommendations to the occupier

Compile statistics on accidents, dangerous occurrences and cases of ill-health as primary

data for providing remedial measures, planning and allocation of resources
Investigate complaints on health, safety and welfare at the workplace
Advise on the safety and health measures for hazardous work or activities;
Establish effective communication between the management and the workers
Organize contests or activities on occupational health and safety
The director may require the occupier to furnish his office with a schedule of the meetings of
the committee for each year or part thereof, and the proceedings of the same.
The committee may co-opt into its membership one or more persons by reason of their
particular knowledge or experience in health and safety matters as an advisory member
Conduct seminars on safety, health and welfare at the workplace

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C.ROLES AND RESPONSIBILITIES OF EMPLOYEES

Participate in training programmes provided by the OS&H committee

Properly use materials and equipment supplied by the Ministry
Conserve energy, water and other resources
Use good judgement in carrying out work assignments and follow established procedures
Promptly report unsafe conditions, health hazards, as well as injuries and illnesses to the
supervisors or OS&H Committee
Give due consideration to personal safety and the safety of others while performing assigned
tasks
Strictly adhere to the policy requirements and guidelines

D.ROLES AND RESPONSIBILITIES OF OTHER STAKEHOLDERS

To report OS&H concerns to the management or the OS&H committee
Familiarise themselves with their role in the event of fire or other disasters
Observe the Ministrys OS& H requirements while at its workplaces

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REVIEW OF THE POLICY

This policy will be reviewed and amended as and when necessary. This will
ensure that a high standard of safety and health is maintained in this Ministry.

OFFICIAL CONTACT
FOR MORE INFORMATION CONTACT:
The Permanent Secretary,
Ministry of Gender, Children and Social Development,
P.O Box 16936-00100
Nairobi.
Email:ps@gender.go.ke
Fax: 2734417
Telephone: 2727980-4
Website: www.gender.go.ke

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APPENDICES
ANNEX 1. NOTICE BY EMPLOYER OF AN OCCUPATIONAL
ACCIDENT/DISEASE OF AN EMPLOYEE
DOSH 1
REPUBLIC OF KENYA
DIRECTORATE OF OCCUPATIONAL SAFETY AND HEALTH SERVICES
NOTICE BY EMPLOYER OF AN OCCUPATIONAL ACCIDENT/DISEASE OF AN
EMPLOYEE
PART 1
1. Employer Particulars:ii. Name ...
iii. Employers registration No...
iv. Full Address ....
v. Industry or business.
vi. Name and address of Insurance Company which has insured employee against accident

2. The Injured/sick employees particulars :i. Name

ii. Sex
iii. Age
iv. Occupation ...
v. Full Address .
vi. E- Mail address
vii. Tel: ..
viii. Identity Card No. (or other Identity particulars)
Occupational Accident
i. Date of Accident
Time:
Fatal /Non fatal
ii. Has the worker resumed working Yes/No
Date of resumption
iii. Place
iv. What is the injured workers Occupation
v. Length of service with the present employer
vi. What work is the worker employed to undertake
vii. Cause of Injury
viii. Type of Injury
ix. Part of Body Injured
Occupational Disease
3. Detail about the Occupational disease affecting the employee.
i. Date of diagnosis the occupational disease
ii. Name of medical practitioner who made the diagnosis ..
iii. Date the employer was notified of the disease by the employee or medical
practitioners.....
iv. Describe the Cause of the occupational disease
.
.

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5. Monthly earning at the date of the Accident/disease:Cash wage (exclusive of overtime, house e.t.c. the payment) .. ..
Value of Rations... ..
..
..
..
Value of Housing
...
..
..
Value of fuel
..
..
..
Overtime payment of other special remuneration for work done
whether by way of bonus otherwise if of constant character and for
work habitually performed
..
..
Total earning per month ...
Signature of Employer
Designation
.

..

..
Sh. .
.
Sh .......
.. Sh..
..
Sh..

..

Sh.

.
Sh
Date

Note:- In the case of injury to a workman involving incapacity for work for three or more
consecutive days, it is requested that the employer complete Part 1 in triplicate and then dispatch
it immediately as under:
Original: - To the Occupational Health and Safety Officer.
Duplicate and Triplicate: - To the medical practitioner attending or examining the injured/sick
employee.
In the case of an occupational accident/disease causing the death of an employee, Part 1
should be completed in duplicate and then dispatched immediately as under:
Original and duplicate: - To the Occupational Health and Safety Officer in charge of the District
in which the accident occurred.

PART 11
MEDICAL REPORT
(for use by the medical practitioner the
Name of employee
Date admitted to hospital.Discharged
In-patient No.
Attendance as out-patient from..to
Out patient No.
Occupational disease
Is there permanent incapacity?...............................................................*Yes/No..
If yes please give:
a) Details and nature of permanent incapacity.

b) Percentage of permanent incapacity to be indicated in both words and

figures...
..per cent.
Temporary incapacity :-( Likely duration of absence from work, from date of acquiring disease/or
diagnosis etc.).. weeks/ months*

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Is a further examination required before final assessment of permanent incapacity can be

given?............If yes ;
a) which ones
......................................................................................................................................................
b) when?............................................................................................................................................
.
Name of medical Practitioner....
Signature ..Date ..
Name of Hospital/Clinic/Private Practice

1.

Note:- It is requested that this part be completed by the medical practitioner in duplicate, the form
then being dispatched as under:
One copy to the employer.
2. One copy to the Occupational Health and Safety Officer in charge of the district in which
the accident occurred
_____________________________________________________________________________
____

PART 111
(For use by Occupational Health and Safety Officer )
Compensation *is / is not being claimed on behalf of the employee/dependants of the
deceased employee.
District and Accident Register No.
Station

Date..
Occupational Health and Safety Officer

GPK(L)

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ANNEX 2. PERMIT TO WORK FORM

PERMIT TO WORK FORM (for work processes of high risk only)
1. Type of permit: (Such as hot work, electrical, confined spaces etc.)
.
.

2. Reference No.

3. Job Location: Information should be provided on

a) Plant location
b) Plant identification (reference identification number if available)
c) Diagram and/or plans of location and/or equipment if necessary
(attach sheet)
4. Withdrawal of plant/equipment from service:
Provide confirmation of when the named plant has been removed from service and how long the
permit is valid for.
Available from:

Time.Date..

Available until:

Time.Date..

Signature of issuer
5. Hazard Identification: (List the hazards associated with 6. Control Measures: (List all the
the work activity and those introduced as a consequence
control
measures,
including
of the work being undertaken).
personal protective
equipment,
required for the hazards identified in
...................
section 5.)

..

..
..
Authorised
signature
of ..
issuer..
Authorised
signature
of
Time.Date.. issuer

Time.Date
7. Isolations and other permits associated with the work: (e.g. electrical isolations, associated with the
permit and testing of the confined spaces)
Electrical:
Reference No...
Signature of issuer
Date
Confined space:
Date

Reference

No.

Signature

of

issuer

8. Permit Issue ( Authorisation that the job has been 9. Permit acceptance: (Acceptance that
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inspected, all the precautions identified have been

the people undertaking the work that
implemented and the people undertaking the work have
they have been shown the job and
been briefed)
are satisfied that all precautions
indicated have been implemented)
Authorised
signature
of
issuer
Authorised
signature
of
Time.Date.. acceptor..
Time.Date
10. Completion /Extension of work: State whether the work 11. Cancellation of job/return to service:
(Confirmation that the work has been
has been:
completed
satisfactorily
and
the
Completed ..
plant/equipment
has
been
Not completed .
A time extension is required to complete the commissioned.)
Authorised
signature
of
work.
issuer

Authorised signature of acceptor...

Time.Date..
Time...Date.

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ANNEX 3. OCCUPATIONAL SAFETY AND HEALTH AUDIT TOOL

MINISTRY OF GENDER, CHILDREN AND SOCIAL DEVELOPMENT

PART (A): WORK PLACE INFORMATION

Name of Station...
Location of the workplace.
Address:
Postal address
P.O Box.CodeTown/City...............
Telephone..Cell Phone...
Email.
Website.

Nature of Activity..
Workers Data
Total No. of Female

Male

Persons

Persons on

Employees

Employees

under 18

attachment/in Physical disability

years

ternship

Employees

Persons with

Officer in charge of safety and health at the station

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Date of previous safety and health audit

Date of the current audit

PART (B): PHYSICAL ENVIRONMENT

1. Records and data management
a) Filing system

..
b) Computer and accessories

..
c) Office stationery

..
d) Typewriters

..
e) Other Equipment

..
2. Basic housekeeping in Statutory Children Institutions, Vocational/Rehabilitation
Centers And Offices
a. Ventilation

..
b. Lighting

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..

c. Laundry

..
d. Toilets

..
e. Kitchen

..
f. Condition of furniture

..
g. Fire exits and fire fighting equipment

..
h. First aid kit

..
i. Personal Protective Equipment

..

j. Other Equipment

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..
3. Transport
a) Condition of motor vehicles/motor bikes/ bicycles

..
b) Accident trends

..
c) Do officers fill in DOSH1 forms

..
4. Procurement of goods
a) Quality of goods procured

..
b) Procurement process

..
5. Storage and disposal
a) Are there any stores?

..

b) Condition of the stores

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.
c) Safety and security measures in place

..
d) Cleaning

..
6. Other Comments

..

PART (C): SOCIO-PSYCHO ENVIRONMENT:

1. Customer care
a) Nature of clients/visitors

..
b) Reported cases/incidences affecting the officers

..
2. Social welfare
a) Is clean water and /or a cup of tea and /or other refreshments provided?

b) /bereavement/ailment

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c) Recreational facilities available

..
d) Is DOSH 1 form submitted to report staff occupational ailments?

..
3. Handling confidential information
a) To be discussed with the head of the station

4. Interactions with the Community e.g. social enquiry, inspections, cash transfers, grants,
court sessions, group registration, community mobilization etc
a) Are there security measures in place?

..
b) Do you use permit to work form?

..
c) Do you have staff/volunteer identity cards?

..

d) Do you convey and handle cash? What are the security measures in place?

5. Summary of findings

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..

..
6. Recommendations

..

..

..

Name of OS&H Audit Team Leader ................

Signature..
Designation.....................Date.....

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ANNEX 4. FORMAT FOR REPORTING SPECIFIC HAZARDS AT

WORK PLACE

MINISTRY OF GENDER CHILDREN AND SOCIAL DEVELOPMENT

OCCUPATIONAL SAFETY & HEALTH COMMITTEE
FORMAT FOR REPORTING SPECIFIC HAZARDS AT WORK PLACE
TO________________________________________
THRO_____________________________________
DEPARTMENT/UNIT _________________________
WORK PLACE_______________________________
PHYSICAL ADDRESS _________________________
P.O. BOX ____________________________________
TEL NO/ CELL NO. _____________________________________
HAZARD/INJURY/RISK

LIKELY CAUSE

ACTION
TAKEN/RECOMMENDED

NAME & DESIGNATION OF REPORTER/PERSON AFFECTED__________

____________________________________________________________________
DATE _____________________________
SIGNATURE ____________________
NAME & DESIGNATION OF SUPERVISOR ________________________________
DATE __________________________________

SIGNATURE ___________________________

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