PROJECT OFFICE EMERGENCY PLAN

Table of Contents

1.0 Purpose

2.0 Organization

3.0 Fire Precautions

      3.1 General Measures

      3.2 Fire Points

      3.3 Means of raising the alarm

      3.4 Escape Routes

      3.5 Training

      3.6 Inspections and Testing

      3.7 Office location

4.0 Emergency Procedures

      4.1 Medical Emergency

5.0 Fire Emergency

      5.1 Action in case of discovering a fire

      5.2 Action in case of hearing the alarm

6.0 Specific Responsibilities

      6.1 Office Receptionist

      6.2 Fire warden

      6.3 HSE Representative

      6.4 Evacuating personnel with special needs

7.0 Chemical Spill

8.0 Telephone Bomb Threat Checklist

      8.1 Action to be taken if discover a suspected package

Appendix A

       Record of Fire Drill

Appendix B

       Emergency Contact Details

Appendix C

        Record of Fire Drill

Appendix D

        Record of Visits/Communication with Civil Defence

                 Evacuation plan
                 First Aid
                 Fire Wardens


1.0 Purpose

The purpose of this Office Emergency plan is to set down the format for recording the arrangements for the prevention, detection and fighting of fires and the means of escape, and attending to all emergencies within the HSEmate Site office for the HSEmate site office.

The responsibility for compiling and updating this document rests with the Health Safety & Environmental Manager who can call upon assistance from there regional Health Safety & Environmental Manager for the region. 

A record must be kept of all correspondence and any visits by the Civil Defense regarding the office premises. A summary record of visits and other liaison with the Civil Defense is kept in the Appendix.

2.0 Site Organisation Team

3.0 Fire Precautions

3.1 Overall Measures

A Fire Risk Assessment for the office has been carried out and is included in Appendix A. The fire precautions set out in this section respond the risks highlighted by this assessment and include the following precautions and instructions to staff: 

• No smoking inside the office building 
• Adequate fire arrangements have been provided 
• The office has a sufficient number of trained Fire Wardens. Their names are displayed on the Notice Board. 
• Fire Evacuation Plans are displayed at different routes and points throughout the office. They indicate not only the escape routes but also important Fire provisions including placement of Fire Extinguishers, Manual Call Points etc… 
• Signs have been provided and are displayed to help identify Fire Exit Doors, Fire Extinguishers etc… 
• Fire drills are conducted twice a year to check office preparedness and response in case of fire. 
• Ensure that housekeeping is to a high standard and do not allow rubbish to accumulate. 
• Acquaint yourself with building evacuation routes and fire exits along with the placement of fire extinguishers and manual call points. 
• Know your Fire Warden 
• Visitors – staff with visitors are responsible for ensuring that they sign in and out of the visitors' book located at the relevant reception desk and are evacuated in the event of an emergency. 

The names of Fire Wardens and First Aiders for each zone are identified in Appendix A and on the notice boards.

3.2 Fire Points

The fire points, which consist of CO2, Dry powder extinguishers, are located inside the office. 

Interfering with safety equipment, fire extinguishers, smoke detectors etc., is strictly forbidden. Report any incidence of tampering with safety equipment to your fire warden or HSE Representative.  

3.3 Means of raising the alarm

Call points are located at the main door and other location throughout the office, these are easily operated by pushing the call point switch that is identified with a sign. In the event that you are required to raise the alarm please remember to shout FIRE, FIRE.

3.4 Escape Routes

All-access and egress routes through the office are clearly marked and must be kept clear of obstructions at all times. Emergency escape routes form part of the General office inspection and reported to the HSE Representative if the condition is observed to be unsatisfactory. 

There is a designated Assembly Point outside the building next to the main gatehouse. As the building is surrounded by roads and another building site, this is the best location that can be established at present. All person to be careful when walking to and from the Assembly Point as it requires staff to walk along a road.

3.5 Training

Fire Warden Training will be undertaken as required and is the responsibility of the HSE Representative to organised with the help of the HSE Manager. All staff will be given a Safety Induction which will include familiarization with fire routes and exits along with the location of Fire Extinguishers etc… Fire drills will be undertaken twice yearly. For the purpose of this drill, it shall be sufficient to be part of any drill arranged by the landlord.

3.6 Inspections and Testing

The manual fire alarm will be tested every Thursday at 1.30 Pm. Please note if the alarm sound continues, all persons should evacuate as this will be a drill or a real fire alarm. Inspections of the fire routes and extinguishers will be undertaken by the Fire Wardens on a weekly basis. The fire extinguishers will be thoroughly examined annually by the Fire Extinguisher supplier. The rest of the Fire Installation, Smoke Detectors etc will be tested annually by the Fire Wardens. Using the Fire precautions checklist Error! Unknown document property name.

3.7 Office location

When instructing or directing Emergency vehicles to the office location you must be clear on your direction, if the person you are speaking to is Arabic etc and you do not speak Arabic etc give the phone to someone that can, there instruction will be clear to the Emergency call centre operator. Ask the person to repeat what you have told them.

Map or Drawing of the strategic location of project and offices



4.0 Emergency Procedure

4.1 Medical Emergency

Action for medical assistance and ambulance request

1) Shout for help, inform floor First Aider

2) Render necessary first aid if you are a trained first aider

3) Do not move the victim unless absolutely necessary

4) If necessary, call Local Emergency Number (xxx) to request an ambulance and provide the following information:

         a) Nature of medical emergency, 

         b) Location of the emergency: 

         c) Site Office 

         d) Your name and phone number from which you are calling. 

5) In case of rendering assistance to personnel exposed to hazardous materials, consult the Material Safety Data Sheet (MSDS) located in the kitchen adjacent the first aid kits and wear the appropriate personal protective equipment.

5.0 Fire Emergency

5.1 Action in case of discovering a fire

1) Activate fire alarm by pushing the alarm at the call points notify your fire warden. 

2) Do not attempt to fight the fire unless it is preventing your escape or you feel competent

3) to deal with it.

4) Evacuate immediately through the nearest exit closing doors behind you. VISITORS ARE YOUR RESPONSIBILITY.

5) Inform your Fire Warden of the Fire Location if not already done so.

6) Follow the instructions of your Fire Wardens.

7) Report to the Assembly Point and do not return until authorized by your Fire Warden. DO NOT RUN, DO NOT WAIT TO COLLECT BELONGINGS.

5.2 Action in case of hearing the alarm

1) Evacuate immediately through the nearest exit closing doors behind you.

2) Follow the instructions of your Fire Wardens.

3) Report to Assembly Point and do not return until authorized by your Fire Warden.

6.0 Specific Responsibilities

6.1 Office Receptionist

On hearing the alarm, call xxx to request Civil Defense giving the office location as Project address and rout etc. 

When instructing or directing Emergency vehicles to the office location you must be clear on your direction, if the person you are speaking to is Arabic and you do not speak Arabic and he or she is not understanding what you are saying give the phone to someone that can speak to him or her, their instruction will be clear to the Emergency call centre operator. Ask the person to repeat what you have told them. Ask the operator to repeat what you have asked

6.2 Fire Wardens

• Wear your identification vest. 
• Instruct all personnel in your area to evacuate through their nearest safe emergency exit and report to the Assembly Point. 
• Search your Fire Zone including all toilets, office areas and storerooms to ensure that all personnel have been evacuated. 
• Take your Fire Zone Attendance Register to the Assembly Point and check that all persons shown as being in the office are present. 
• If anyone is found to missing from the Assembly Point, inform the HSE Representative along with further any observations or other valuable information including the location of Fire if known. 
• Whilst at the Assembly Point, ensure that no personnel leave the Assembly Point without instructions from Civil Defense/HSE Representative. 
• Ensure that personnel are safe from other hazards at the Assembly Point. 

6.3 HSE Representative

• Wear your identification vest.
• Take the visitors book to the Assembly Point and check that all visitors are present.
• Gather information from Fire Wardens.
• Coordinate the action of Fire Wardens.
• Inform Civil Defense of Fire Location and if anyone is believed to be still in the building, including visitors.
• Contact the Pearl Building Reception and ask for external help if needed.
• Upon receiving all-clear message from civil defence, advise people to re-enter the building.

6.4 Evacuating personnel with special needs

• HSE Representative shall maintain and update a list of personnel with special needs.
• Wherever possible special equipment shall be made available in advance for their safe evacuation.
• Zone Fire Wardens shall assist such personnel for safe evacuation.

7.0 Chemical Spill
The following are the locations of:

When Chemical Spill has occurred:

• Attend to injured personnel and call the medical emergency number, if required.
• Notify the HSE Representative.
• Deal with the spill in accordance with the instructions described in the MSDS.
• Small spills must be handled in a safe manner while wearing the personal protective equipment as outlined in the MSDS (material safety data sheet).
• Report the incident

8.0 Telephone Bomb Threat Checklist



8.1 Action to be taken if you discover a suspect package

• Remain calm
• Do not touch or move the package.
• Ensure that no electrical appliances are in use near the package, including mobile phones and personal communication radios.
• Report a full description of the package and its precise location to HSE Representative and your Head of Department.
• Warn other personnel in the vicinity.
• Appendix A Record of the fire drill

Appendix A Record of the fire drill 

Appendix B Emergency Contact Details

Appendix C Record of Visits/Communication with Civil Defense

Appendix D Evacuation Plan


Fire warden and First Aider posters to be placed in the strategic location of the project.

Note* this is a sample office emergency plan for your references.