ADMIN NOTES.pdf

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SCHEDULE 1

Dated 1.1.99

ZIMBABWE ELECTRICITY SUPPLY AUTHORITY

ADMINISTRATION NOTES – 1999

1. These Notes are compiled for the guidance and instruction of staff.

2. It is important that all amendments issued are inserted in all copies of the Notes immediately uponreceipt. The Internal Audit staffs has instructions to check local copies of these Notes to ensurethat all copies are being kept up to date.

3. Amendments are to be recorded in the table below.

CORPORATE SERVICES DIRECTOR


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ADMINISTRATION NOTE NO. 1 ............................................................................................................... 6 Notes To Be Drawn To the Attention of Staff ........................................................................................... 6 ADMINISTRATION NOTE NO. 2 ............................................................................................................... 7

Decentralisation policy ............................................................................................................................... 7 ADMINISTRATION NOTE NO. 3 ............................................................................................................. 14

Distribution of circular letters .................................................................................................................. 14 ADMINISTRATION NOTE NO. 4 ............................................................................................................. 17

Directory .................................................................................................................................................. 17 ADMINISTRATION NOTE NO. 5 ............................................................................................................. 22

Risk management policy .......................................................................................................................... 22 ADMINISTRATION NOTE NO. 6 ............................................................................................................. 38

Safety Policy ............................................................................................................................................ 38 ADMINISTRATION NOTE NO. 7 ............................................................................................................. 41

Technical regulations ............................................................................................................................... 41

ADMINISTRATION NOTE NO. 8 ............................................................................................................. 44 Reports, returns and records ..................................................................................................................... 44

ADMINISTRATION NOTE NO. 9 ............................................................................................................. 46 Group personal accident policy and workers’ Compensation ................................................................. 46

ADMINISTRATION NOTE NO. 10 ........................................................................................................... 57 Accidents to authority vehicles ................................................................................................................ 57

ADMINISTRATION NOTE NO. 11 ........................................................................................................... 59 Use of authority vehicles .......................................................................................................................... 59

ADMINISTRATION NOTE NO. 12 ........................................................................................................... 66 Policy on motor vehicles .......................................................................................................................... 66

ADMINISTRATION NOTE NO. 13 ........................................................................................................... 71 Vehicle loan scheme................................................................................................................................. 71

ADMINISTRATION NOTE NO. 14 ........................................................................................................... 79 Recruitment and selection policy and procedures .................................................................................... 79

ADMINISTRATION NOTE NO. 15 ........................................................................................................... 85 Salary administration policy ..................................................................................................................... 85

ADMINISTRATION NOTE NO. 16 ........................................................................................................... 89 Performance management ........................................................................................................................ 89

ADMINISTRATION NOTE NO. 17 ........................................................................................................... 91 Office hours and public holidays .............................................................................................................. 91

ADMINISTRATION NOTE NO. 18 ........................................................................................................... 92 Occasional leave ....................................................................................................................................... 92

ADMINISTRATION NOTE NO. 19 ........................................................................................................... 97 Medical aid Public services medical aid society ...................................................................................... 97

ADMININISTRATION NOTE NO. 20 ..................................................................................................... 101 Zimbabwe electricity supply authority Staff special fund rules ............................................................. 101

ADMINISTRATION NOTE NO. 21 ......................................................................................................... 110 Long service awards ............................................................................................................................... 110

ADMINISTRATION NOTE NO. 22 ......................................................................................................... 112 Worker of the year award ....................................................................................................................... 112

ADMINISTRATION NOTE NO. 23 ......................................................................................................... 118 Industrial relations policy ....................................................................................................................... 118

ADMINISTRATION NOTE NO. 24 ......................................................................................................... 121 Staff association ..................................................................................................................................... 121

ADMINISTRATION NOTE NO. 25 ......................................................................................................... 124 A guide to the conduct of disciplinary committee meetings .................................................................. 124

ADMINISTRATION NOTE NO. 26 ...................................................................................................... 125 Managerial and Non-Managerial Staff ................................................................................................... 125


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ADMINISTRATION NOTE NO. 27 ......................................................................................................... 126 Staff returns ............................................................................................................................................ 126

ADMINISTRATION NOTE NO. 28 ......................................................................................................... 127 Staff training and development policy ................................................................................................... 127

ADMINISTRATION NOTE NO. 29 ......................................................................................................... 140 Payment of Annual Subscriptions for Professional Staff ....................................................................... 140

ADMINISTRATION NOTE NO. 30 ......................................................................................................... 141 Staff transfers ......................................................................................................................................... 141

ADMINISTRATION NOTE NO.31 .......................................................................................................... 142 Travelling, subsistence and transfer allowances..................................................................................... 142

ADMINISTRATION NOTE NO.32 .......................................................................................................... 164 Camping and field allowances ............................................................................................................... 164

ADMINISTRATION NOTE NO.33 .......................................................................................................... 167 Shift allowance ....................................................................................................................................... 167

ADMINISTRATION NOTE NO. 34 ......................................................................................................... 169 Responsibility allowance and non-pensionable allowance ..................................................................... 169

ADMINISTRATION NOTE NO. 35 ......................................................................................................... 170 Electricity and fuel allowances ............................................................................................................... 170

ADMINISTRATION NOTE NO. 36 ......................................................................................................... 173 Overtime and standby............................................................................................................................. 173

ADMINISTRATION NOTE NO. 37 ......................................................................................................... 179

Transport allowance ............................................................................................................................... 179 ADMINISTRATION NOTE NO. 38 ......................................................................................................... 183 Allowances for lecturers and part-time lecturers .................................................................................... 183

ADMINISTRATION NOTE NO.39 .......................................................................................................... 184 Tools for journey persons, artisans, apprentices and semi-skilled trainees ............................................ 184

ADMINISTRATION NOTE NO. 40 ......................................................................................................... 186 Annual bonus ......................................................................................................................................... 186

ADMINISTRATION NOTE NO. 41 ......................................................................................................... 187 Incentive scheme .................................................................................................................................... 187

ADMINISTRATION NOTE NO. 42 ......................................................................................................... 188 Authority policy on engagement of employees as consultants and Directors of companies andappointments of staff to board of other organisations ............................................................................ 188

ADMINISTRATION NOTE NO. 43 ......................................................................................................... 193

Policy on private jobs ............................................................................................................................. 193

ADMINISTRATION NOTE NO. 44 ......................................................................................................... 194 Sporting and social amenities ................................................................................................................. 194

ADMINISTRATION NOTE NO. 45 ......................................................................................................... 196 Holiday houses ....................................................................................................................................... 196

ADMINISTRATION NOTE NO. 46 ......................................................................................................... 198 Authority housing ................................................................................................................................... 198

ADMINISTRATION NOTE NO. 47 ......................................................................................................... 211 Operational staff ..................................................................................................................................... 211

ADMINISTRATION NOTE NO. 48 ......................................................................................................... 213 Authority houses and offices - purchase and maintenance ..................................................................... 213

ADMINISTRATION NOTE NO 49 .......................................................................................................... 216 Movement and purchase of Zesa office machines Equipment and furniture.......................................... 216

ADMINISTRATION NOTE NO. 50 ......................................................................................................... 218 Housing loan guarantee scheme ............................................................................................................. 218

ADMINISTRATION NOTE NO. 51 ......................................................................................................... 224 Retirement of staff .................................................................................................................................. 224

ADMINISTRATION NOTE NO. 52 ......................................................................................................... 228 Death levy scheme ................................................................................................................................. 228

ADMINISTRATION NOTE NO. 53 ......................................................................................................... 232 Funeral transport .................................................................................................................................... 232

ADMINISTRATION NOTE NO. 54 ......................................................................................................... 233 Zimbabwe electricity supply authority benefit fund ............................................................................... 233

ADMINISTRATION NOTE NO. 55 ......................................................................................................... 241 National social security authority (nssa) benefits ................................................................................... 241


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ADMINISTRATION NOTE NO. 56 ...................................................................................................... 243 Authority mission values and ethics Mission ...................................................................................... 243

ADMINISTRATION NOTE NO.57 .......................................................................................................... 244 Press and public statements .................................................................................................................... 244

ADMINISTRATION NOTE NO. 58 ......................................................................................................... 245 Donations to charitable organisations .................................................................................................... 245

ADMINISTRATION NOTE NO. 59 ......................................................................................................... 246 Protocol procedures ................................................................................................................................ 246

ADMINISTRATION NOTE NO. 60 ......................................................................................................... 247 Issue of business/hotel credit cards ........................................................................................................ 247

ADMINISTRATION NOTE NO. 61 ......................................................................................................... 248 Financial and procurement authority limits ............................................................................................ 248

ADMINISTRATION NOTE NO. 62 ......................................................................................................... 256 Acquisition of land or rights over land for the placement of transmission lines or substation construction................................................................................................................................................................ 256


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AMENDED RECORD

Amended List Date Amended By Date

TAC/bm


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No. 2Dated: 01/01/99

ADMINISTRATION NOTE NO. 1

Notes To Be Drawn To the Attention of Staff

1. Administration Notes have a limited circulation and therefore the attention of staff mustbe drawn to the availability of a copy in the local senior official’s office. A notice to thiseffect must be displayed on local notice boards.

2. As and when amendments to the Notes are made, a notice must be displayed on localnotice boards specifying the Note/Notes amended and advising that a copy of theamended Note/Notes is available in the local senior official’s office.


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Decentralisation policy

1. Guiding principles

Soon after the formation of ZESA, the Board adopted the following as a guide for thedecentralisation of the Authority’s operations :-

a) That to the extent that it will result in overall advantage to ZESA and to the electricitycustomer, it shall be the policy of ZESA to decentralise those functions, in whole or inpart, as are capable of effective, efficient and economic execution by subunits of theorganisation at any level.

Subsequently the Board adopted the complementary principle that increases in establishment inAreas and Power Stations attributable to decentralisation would need to be matched by a

corresponding decrease in establishment at Head Office.

After a review of the implementation of dentralisation, the Board approved the followingguidelines for the operationalisation of the decentralisation policy in the various functionsindicated below .

While there is a constant reference to Areas and Power Stations in relation to functions that arenot Head Office based, it should be noted that the principles apply to Head Office or Harare –based divisions or units where appropriate.

2. Human Resources Management

a) Manpower requirements

i) Planning

The planning of manpower requirements is the responsibility of Areas and PowerStations. The plans are subject to approval by Head Office which also has responsibilityfor preparing the planning guidelines and consolidating the plans into a corporate plan.

ii) Training

The identification of training needs, the selection of trainees and designation of theirareas of specialisation and the preparation and administration and control of the trainingbudget is the responsibility of Areas and Power Stations. Head Office supervises andcoordinates the actual training.

iii) Recruitment (Advertisement to Appointment)

All advertisements for the posts above Grade C4 should be made both internally andexternally. The advertisement requirement may be relaxed by the Chief Executive, inexceptional circumstances. For example, where the post can be filled by interviewingseveral candidates already under studying an expatriate or posts requiring previousexperience at a lower level in ZESA, such as the Depot Foreman post, Areas and PowerStations may recruit up to Grade C5 on condition that the respective interview panel shallhave at least three people who occupy positions above Grade C5.


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For non-Executive Grade posts above Grade C5, the appointment will be made by theappropriate Head of Department on the recommendation of the Area or Power StationManager. The interview panel for such posts is approved by the Head of Department,but as a general rule, the interview panel must be composed of at least three peopleoccupying positions above the Grade of the post for which the interview is conducted.

Non-designated Executive Grades appointments (ie. appointments to posts in Grades D3,D4 and D5) are made by the Chief Executive on the recommendation of an interviewpanel approved by him and which must be composed of at least three people includingthe appropriate Head of Department, above the grade of the post for which the interviewis conducted.

Designated Executive Grade appointments will remain the responsibility of theBoard.

iv) Employee Performance Evaluation and Follow-up

a) Appraisals

Performance appraisal interviews are the responsibility of the immediatesupervisor. Head Office will be responsible for providing the procedures andguidelines.

b) Promotions and Upgradings

Similar to the procedures applicable to recruitment, all promotions for staff upto grade C5 are the responsibility of Areas and Power Stations provided suchpromotions are approved by a panel of three members of staff who are inpositions above the post to which the promotion is being made. For positionsabove Grade C5, similar procedures apply, but subject to the approval of theappropriate Head of Department or Chief Executive as applicable.

c) Discipinary Action

Subject to the Code of Conduct in force, the procedures and authority limits fordisciplinary action involving suspension pending dismissal are similar to thoseapplicable to recruitment. However, where justified, every employee has theright to appeal to higher authority through the normal channel.

i) General Manpower Administration Procedures

As a general principle, all policy change issues are the responsibility of Head Office andall operational issues are the responsibility of Areas and Power Stations.

Staff records, leave administration, payroll queries and similar administration functionsfor non-Executive Grade staff are the responsibility of Areas and Power Stations for staffbased in these locations and of Head Office for staff based at Head Office.

Similar functions for Executive Grade staff are the responsibility of Head Office (i.e.Corporate Secretary).


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All changes to the staff establishment must be approved at Head Office. Within theapproved establishment, non-Executive Grade staff transfers between departments andwithin the same departments are subject to approval by the appropriate Head ofDepartment. Staff transfers involving non-designated Executive Grade positions aresubject to the approval of the Chief Executive. Any transfers involving designatedExecutive Grade positions are subject to Board approval.

3. Financial Management

a) Budgeting

Subject to guidelines prepared by Head Office , the preparation of budgets is theresponsibility of Areas and Power Stations. However, the approval and modification ofbudgets is the responsibility of Head Office, but in consultation with the Areas and thePower Stations. Once the budgets have been approved by the Board and by theGovernment, the Areas and Power Stations are responsible for the administration andcontrol of these budgets and at the same time, ensure effective and open channels ofcommunication with Head Office.

Virements within the approved budget for a department shall be subject to the priorapproval of the Head Of Department. Virements from the approved budget of onedepartment to the approved budget of another department shall be subject to the priorapproval of the Chief Executive. No virements shall be approved between capital andrevenue and expenditure budget items and vice versa.

b) Costing

It is the responsibility of Head Office to establish and review standard costs for costingpurposes.

c) Revenue Billing and Collection

Revenue billing and collection is the responsibility of Areas.

d) Cash Management

Overall national cash management is the responsibility of Head Office.

e) Financial Records

All the five distribution areas should operate as profit centres. To assist in thisendeavour, all Area Managers should submit to Head Office reports, on a monthly basis,which should include the following :i) Summarised Revenue and Expenditure Report

ii) Summarised Balance Sheetiii) Summarised details of the figures in (i) and (ii) aboveiv) Summarised write up of (i), (ii) and (iii) above.

In addition, quarterly joint meetings should be held where Area and Power Station Managerssubmit their reports on financial operations to the Executive Management Committee.Simultaneously, members of the Executive Management Committee should undertake regularvisits to the Areas and Power Stations.


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4. Procurement and Materials Management

a) Materials Management

i) Requirements Planning

Materials planning for major capital projects in the PSIP shall be centralised atHead Office. Major capital projects shall mean capital projects initiated andplanned by Head Office. However, materials planning for other capital projectsand normal operations remains the responsibility of Areas and Power Stations.

ii) Stores Control

While Areas and Power Stations shall control their local stores, a computer linkshould be established with the main Central Stores.

iii) Foreign Currency

To assist in improving the total allocation to ZESA, different allocation codesshould be established for each Area and Power Station as well as TechnicalServices and Transmission so that each could apply for its allocation separately.The situation shall be reviewed on an annual basis.

b) Tendering, Tender Adjudication and Contract Award

Tendering, tender adjudication and contract award shall remain centralised at HeadOffice. However, where appropriate, Areas and Power Stations should be consultedduring tender specification and adjudication.

c) Contract Administration and Follow-up

The administration and follow-up of contracts for projects under their jurisdiction shallbe undertaken by the Areas and Power Stations. Major projects shall be administered byHead Office Units responsible for initiating and implementing them.

d) Expenditure Approval Limits

In consultation with Areas and Power Stations, these are periodically reviewed by HeadOffice.

e) Opportunity Purchases

Areas and Power Stations have authority to make opportunity purchases but within pricelimits set by Government. Therefore, the budget for vehicles shall remain decentralisedby Areas and Power Stations , but administered in consultation with Head Office, tofacilitate bulk purchases to achieve economies of scale. (see also 5 below)

However, the control of the Vehicle Loan Scheme shall remain centralised at HeadOffice.

f) Bulk Purchases of Common Items and Consumables

Bulk purchases of common items and consumables shall remain centralised.


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c) Consumer Services Department remains responsible for distribution operations andmaintenance as well as customer connections. However, project implementation will bein accordance with guidelines established by Projects who will also play an audit role.

d) In the same way, the primary establishment for other departments shall be for operationsand maintenance.

9. Interface Between Generation and Transmission

a) Hwange and Kariba Power Stations own all equipment in the stations up to the 330kVbushings of the Generator Transformer as well as all Generator and GeneratorTransformer protection equipment in the defined zones except Generator Transformeroverall differential protection and associated HV relays.

Cable from the bushings to the 330kV generator transformer belong to Transmission.

b) For old thermals outgoing feeders to customers and their associated breakers are the

responsibility of Consumer Services.

c) incoming feeders from the Transmission grid and associated breakers are theresponsibility of Transmission.

d) Any equipment at a Power Station located between the incoming and outgoing feedersare the Power Station’s responsibility.

e) All communications and SCADA equipment excluding Power Station AutomationSystems are the responsibility of Transmission.

f) All bulk supply metering belongs to Transmission and suitable metering locations haveto be identified to allow efficient accounting of the power purchases.

g) On maintenance planning, all planned outages of major plant on the Power System iscoordinated by System Operations in Transmission with inputs from the Generation,Transmission and Distribution maintenance planners.

- detailed maintenance work planning at Power Stations is the responsibility ofthe Station in coordination with Transmission maintenance staff.

- STE’s have to attend Generation Production planning meetings.

h) System operations coordinate the setting up of generation production targets according toenergy demand forecasts and economic dispatch requirements.

i) On administration, Transmission staff located at Hwange and Kariba maintainTransmission Assets as well as offer maintenance services to Power Stations, Protection,Communications and Transformer Oil Tests are to be run under separate Service LevelAgreements and all reports in connection with these services will be made available tothe Power Stations in order to assess the service quality, costs, etc.

Transmission enter into Service Level Agreements for space and other accommodation,stationery, fuel, vehicle maintenance and other service to be provided by the PowerStations.


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10. Rural Electrification

The planning and sourcing of funding for rural electrification remains centralised at Head Officebut there shall be no Head Office implementation unit on the establishment. For purposes ofimplementing rural electrification projects, Head Office shall contract either private companies orthe Areas, to do the work. However, in all Areas priority shall be given to expediting normaldistribution projects. Areas shall only accept implementing rural electrification projects where itis feasible without sacrificing their normal work.

Commercial

All commercial functions, except policy formulation and review, shall remain decentralised.

11. Public Relations

The handling of local level public relations issues concerning operational matters shall remaindecentralised to the Areas and Power Stations. Where an Area or Power Station Manager requires

guidance, this would be provided by the Head Office Public Relations Unit.

The handling of Corporate level public relations and policy issues and statements remainscentralised at Head Office. This may relate to nationwide load shedding due to majorbreakdowns, new policy announcements or national issues involving senior officials etc.

12. Engineering Practices and Design

The development of engineering practices and designs shall remain centralised at Head Office.

13. Tariff Design

Tariff design shall remain centralised at head Office but with inputs from the Areas. The

administration of the tariffs shall remain decentralised to the Areas.14. Review of Head Office and Non Head Office Staff Establishment for Purposes of

Decentralisation

Decentralisation of functions shall be reflected in a corresponding review of the establishment ofAreas and power Stations and Head Office. This is expected to be an on-going function matchingthe rate of decentralisation.


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No. 3Dated:01/01/99


Distribution of circular letters

1. A standard list of addresses to whom circular letters may be sent by Departments of Head Officeis attached to this Note.

2. For convenience, the lists have been divided into departments, and the person initiating a circularmust be responsible for indicating the addresses in each department for whom the circular isintended. For example, all circulars will not require to be sent to every addressee listed, asnaturally this will depend on the subject matter. Furthermore, there will be circulars which areonly applicable to certain addressees, in which case the number of copies to be prepared should bereduced to one per addressee.

3. A copy of this Note should be in the possession of each member of Head Office staff who isrequired to initiate circulars and of each individual typist who may be required to type suchcirculars.


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No. 3Dated:01/01/99

ADDRESSEES LIST OF CIRCULARS

EXECUTIVE Chief Executive District Manager (Rural)(Western)Corporate Services Director District Manager (Hwange)Consumer Services Director Accounting Manager (Western)Generation Director Chief Personnel & Admin Officer (Western)Finance Director Area Manager (Southern) Transmission Director Chief Manager (Southern)Technical Services Director District Manager (Gweru)Senior Manager (Corporate Planning) District Manager (Kwekwe)

Accounting Manager (Southern)Chief Executive’s Department Chief Personnel & Admin Officer (Southern)Corporate Secretary Area Manager (Northern) Management Services Officer Chief Engineer (Northern)

Public Relations Manager District Manager (Marondera)Audit Manager District Manager (Kadoma)District Manager (Chinhoyi)

Corporate Planning Department District Manager (Harare Environs)System Planning Manager District Manager (Bindura)Business Planning Manager Accounting Manager (Northern)Information Services Manager Chief Personnel & Admin Officer (Northern)Administration Officer Area Manager (Eastern)

Chief Engineer (Eastern)Corporate Services Department District Manager (Masvingo)Human Resources Manager District Manager (Mutare Rural)Administration Manager District Manager (Mutare Urban)Loss Control Manager Accounting Manager (Eastern)

Personnel Services Manager Chief Personnel & Admin Officer (Eastern)Employee Relations ManagerTraining & Development Manager Generation Department

Generation Services ManagerFinance Department Chief Station Manager (Hwange)Corporate Accounting Manager Station Manager (Hwange) Finance Manager Production Manager (Hwange)Supplies and Stores Manager Maintenance Manager (Hwange)Corporate Systems Accountant Accounting Manager (Hwange)Principal Accountant (Head Office) Chief Personnel & Admin Officer (Hwange)Loans and Project Administrator Station Manager (Kariba)Treasurer Plant Services Manager (Kariba)

Operations Manager (Kariba)Consumer Services Department Accounting Manager (Kariba)Marketing & Electrification Manager Chief Personnel & Admin Officer (Kariba)Distribution Services Manager


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Cons. Services Department (Cont.) Generation Department (Cont.)

Station Manager (Harare)Area Manager (Harare) Plant Services Manager (Harare P/S)Chief Eng. (Operations & Commercial (Hre) Operations Manager (Harare P/S)Chief Eng. (Construction & Maint. (Hre) Accounting Manager (Harare P/S)District Manager (Chitungwiza) Chief Personnel & Admin Officer (Hre P/S)Accounting Manager (Harare Area) Station Manager (Munyati) Chief Personnel & Admin Officer (Hre Area) Plant Services Manager (Munyati)Area Manager (Western) Operations Manager (Munyati)Chief Engineer (Urban)(Western) Accounting Manager (Munyati)Accounting Manager (Bulawayo) Chief Personnel & Admin Officer(Munyati)Chief Personnel & Admin Officer (Byo)

Station Manager (Bulawayo P/S) Plant Services Manager (Byo P/S)

Technical Services Department Operations Manager (Byo P/S)

Accounting Manager (By0 P/S)Projects Manager Chief Personnel & Admin Officer (Byo P/S)Business Development Manager (Production Services)Transport Manager Transmission Department Engineering Services ManagerProjects Services Manager Transmission Operations ManagerConstruction Manager (Lines & Civil Works) Grid Asset ManagerManager (Large Projects) Transmission Services ManagerChief Accountant Regional Transmission Engineer (East)Chief Personnel & Admin Officer Regional Transmission Engineer (West)Senior Foreman (Central Vehicle Workshops) Regional Protection Engineer (East)

Regional Protection Engineer (West)Telecommunications Engineer

Chief AccountantChief Personnel & Admin Officer


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No. 4Dated: 01/01/99


Directory

Head Office : All Departments

Electricity Centre : 25 Samora Machel Avenue, HararePostal Address : P.O. Box 377, HarareTelex : 24323 ZESCOM ZWFax : 774542/3 753520Telephone : 774508/35 or 774491/9Central Stores : Barrow Road (Railway Siding No. 53)Central Workshops : Birmingham Road (Railway Siding No. 35)

Area Office or Power Station Sub-district Postal Address Pvt Siding No.

a) Western Area Office - P.O.Box 2097 -

Halco House BulawayoFife St/10 th AvenueBulawayoTelex 33470 ZESCOM ZWFax 74767

Depot, Test House - P.O.Box 2097 338Workington and Stores BulawayoLeamington Road andLoughborough RoadDonnington

Beitbridge P.O. Box 74Beitbridge

Esigodini P.O. Box 31Esigodini

Filabusi P.O. Box 40Filabusi

Gwanda P.O. Box 50Gwanda

Hwange P.O. Box 42Hwange


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Area Office or Power Station Sub-district Postal Address Pvt Siding No

Plumtree P.O. Box 45Plmtree

Turk P.O. Box 8Turk

Victoria Falls P.O. Box 43Victoria falls

b) Hwange Power Station - P.O. Box 257

Telex 51624 ZESCOM ZW HwangeFax 081-2490/3206

c) Bulawayo Power Station - P.O. Box 1803Electricity House BulawayoKhami RoadBulawayoTelex 33324 ZESCOM ZWFax 09-78240

d) Bulawayo Training Centre - P.O. Box 8541BRCC BulawayoFax 09-69739

e) Southern Area Office - P.O. Box 659 414Moonlight House GweruStand No. 51-53Fith Street

GweruFax 054-23056

Gokwe P O Box 6014Gokwe

Kwekwe P.O. Box 103 290Fax 055-24467 Kwekwe

Mvuma P.O. Box 29Mvuma

Shurugwi P. O. Box 45 74Shurugwi


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Area or Power Station Sub-District Postal Address Pvt Siding No

Zvishavane P. O. Box 99Zvishavane

f) Munyati Power Station P. O. MunyatiFax 055-375/372

g) Eastern Area Office - P.O. box 216Jotali Building MutareHerbert Chitepo StreetMutareTelex 81161 ZESA ZWFax 020-74744

Chimanimani c/0 Box 216/P. O. Chimanimani

Mutare

Chipinge P.O. Box 22Chipinge

Chiredzi P.O. Box 6Chiredzi

Gutu P. O. Box 174Gutu

Nyanga P.O. Box 43Nyanga

Mashava P. O. Box 26Mashava

Masvingo P.O. Box 5Fax 039-62580 Masvingo

Middle Sabi Pvt Bag C.7381Mutare

Mkwasine c/o Box 6Chiredzi

Rusape P.O. Box 41Rusape

Rutenga Pvt Bag 9065Masvingo


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No.4Dated 01/01/99

Area Office or Power Station Sub-District Postal Address Pvt Siding No

Zvishavane P.O. Box 99Zvishavane

h) Northern Area Office - P.O. Box 293Magamba Way Chinhoyi

ChinhoyiFax 067-22602

Bindura P.O. Box 44Fax 071-6241 Bindura

Centenary P.O. Box 3Centenary

Chegutu P.O. Box 59Chegutu

Chinhoyi P.O. Box 192Fax 067-23662 Chinhoyi

Concession P.O. Box 58Concession

Harare Environs P.O. Box 2549Fax 708110 Harare

Kadoma P. O. Box 520Fax 068-2339 Kadoma

Kariba P.O. Box 99Fax 061-2374 Kariba

Karoi P.O. Box 99Karoi

Marondera P. O.. Box 11Fax 079-24284 Marondera

Mhangura P.O. Box 11Mhangura

Mt Darwin P.O. Box 120Mount Darwin

Mutoko Box 11/Box 280Fax 072-2747 Marondera

Mutorashanga P.O.Box 10Mutorashanga


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Area Office or Power Station Sub-District Postal Address Pvt Siding No.

Mvurwi P.O. Box 89Fax 077-2315 Mvurwi

Norton P.O. Box 14Norton

i) Kariba Power Station - P.O. Box 2018Fax 061-2374 Kariba

j) Harare Area Office - P.O. Box 73Electricity House HarareWynne StreeFax: 704234/794911

Bromley P.O. Box 49

Bromley

Seki P.O. Box 20Fax 070-21056 Chitungwiza

k) Harare Power StationCoventry RoadHarareFax: 722945

l) National Control CentreCoventry RdHarare

Fax: 723019m) National Training Centre

BelvedereHarareFax 741530


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No. 5Dated: 01/01/99


Risk management policy

1. General

The Authority is committed to and hereby commits all its employees, as a matter ofpolicy, to:

(a) avoid, reduce and minimise the impact of losses of its material and humanassets;

(b) report all such losses as they occur, (such losses as arise from accidents, naturaldisasters, impropriety on part of members of staff and those involving thirdparties).

2. Loss and Accident Avoidance

Pursuant to the corporate policy to avoid accidents and losses to material and humanassets, all employees:

(a) shall be and are obligated to observe safe working procedures as detailed inSafety Policies, Rules and Procedures specific to their jobs and to their PowerStations/Substations and Areas

(b) shall be and are obligated to be bound by the Authority’s Code of Conduct, withspecific (not exclusive) reference to:

- Consumption of intoxicating liquor or dangerous drugs- Poor time-keeping

- Corruption- Negligence- Dishonesty- Theft- Breach of secrecy or confidentiality or contract of employment- Unsatisfactory work performance- Unlawful collective job action- Disorderly or objectionable behaviour;- Loss, damage or misuse of Authority property

(c) shall be and are obligated to co-operate with risk-management co-ordinators,audit staff and safety and loss control personnel on all matters relating to lossavoidance, loss investigation, loss mitigation and loss reporting.

3. Loss Mitigation

For purposes of mitigating losses and their impact on the operations of the Authority, theAuthority undertakes to insure its assets against all possible insurable risks provided thecost of such insurance is not prohibitive vis-a-vis benefits to be derived therefrom.

In this connection, and unless otherwise so determined by the Authority, the followingpolicies (covering the specified insurable interests) and self insurance schemes shallalways be in force.


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No. 5Dated: 01/01/99

(1) External Insurance

The following are the external insurance policies deemed essential at all times:

- Combined Assets All Risk (Kariba)- Combined Assets All Risk (Hwange)- Assets All Risk (all other assets not covered by any other policy)- Motor Fleet (third party liability and comprehensive cover for vehicles with a

Value in excess of $1 million)- Electronic Data Processing Equipment- Public Liability- Group Personal Accident

(2) Self Insurance

The Authority hereby undertakes to maintain its non-external self-administered insurancefund for the purpose of:

(a) meeting insurance shortfalls;(b) absorbing uninsured losses;(c) obviating the inevitable demands on the Authority’s operating budgets and

cash-flows where these expenses are not provided for.

4. Institutional Provisions

The following institutional mechanisms are hereby put in place for the purpose of policymonitoring, implementation and realisation:

(a) Risk Management Co-ordinators

The responsibility for Risk Management shall fall directly on the highest levelperson/post ordinarily responsible for the maintenance function. For the Power Stationstherefore it shall be the Maintenance Manager or equivalent post. For the Areas it shallbe the Area or Chief Engineer responsible for maintenance.

Their job shall, in addition to plant maintenance, be to:

(a) articulate the Authority’s policy on Risk Management;(b) manage the safety and loss control function;

(i) identify potential loss areas and instituting remedial action toprevent/mitigate such losses;

(ii) implement recommendations made after loss, safety and risk controlaudit inspections;

(iii) monitor trends in all the above;(iv) identify and capture total cost of risk (costs associated with risk

management)(v) staff training and education in safety, loss control and risk

management.


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(b) Corporate Risk Management

This shall be a Head Office Corporate Services Department function falling under theAdministration Division responsible for, among other things;

- The processing of all claims- Co-ordination of risk control activities- Analysis of loss trends and recommending remedial action- Placement of the external insurances- Negotiating and administering the staff insurance scheme- Establishing and reporting on the total cost of risk

5. General Claims Procedures

In the event of losses, accidents and the Authority incurring liability, the Risk ManagementSection at Head Office shall process all claims using the following procedural guidelines:

Step 1 Identification of policy which covers the loss.Step 2 Submit an initial report which need not have detail to the Insurers through Brokers.Step 3 Claims Officer will then cause Area/Station to furnish details or loss ie.- what happened- how it happened- when it happened- extent of damage- estimated repair and/or replacement cost and loss of revenue where applicable.

Step 4 Claims Officer to establish whether potential claim is within or outside the excessapplicable under the policy.

Step 5 If the loss exceeds the excess, the Claims Officer to lodge a detailed claim to insurers viainsurance broker and if loss is within the excess, claims officer to keep record of the loss.

Step 6 To facilitate further processing and eventual indemnification of the claim, the InsuranceOfficer to follow-up and follow-through both within and without the Authority and in themain to play a liaison role between insurers, assessors, brokers and user departments.

Step 7 When indemnification has been made, the Claims Officer to:(a) ensure the amount is received and appropriately receipted;(b) all parties ie. Finance and the user department are duly informed.

6. Specific Claim Considerations

(1) Thefts, fraud, fatal accidents and motor vehicle accidents

In all instances, the following accidents should be reported to the police and casenumbers obtained:- thefts- fraud- fatal accidents- motor vehicle accidents

Once it is discovered that an employee is involved in an act of dishonesty, he should besuspended immediately and an “investigation audit” carried out to:

(a) establish the extent of loss relating to same and

(b) establish culpability


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(2) Damage to Plant, Equipment and Property

For damage to plant and equipment, Forms S.114 (ie. damage report) should becompleted and sent to the Risk Management Section in all cases.

Repairs/replacements should only be effected if insurers have given the go-ahead and alldamaged items should be preserved in case insurers or their representatives might wantto inspect or retain the salvage.

(3) Third Party Liability

All third party claims should be investigated and a report submitted to the Claims Officertogether with;

(a) third party correspondence and(b) repair/replacement quotations

Employees are strictly forbidden from admitting liability.

(4) On and Off Duty Accidental Injury or Death of Employees (Special provision)

In addition to provisions already stated it is hereby emphasised that employeeinjuries/deaths should be reported, accompanied by the following, to the Claims Officer

(a) medical bills;

(b) days employee stays away from work as a result of the accident;

(c) doctor’s report indicating the percentage of permanent disability suffered if any;

(d) Death Certificate, Estate registration number and Court of registration in the

event of death.(5) Accidents Involving Injury or Death

a) This Section covers accidents of such kind as to have caused, or to have beenlikely to have caused, loss of life or serious personal injury which has occurredin any part of the Authority’s works or distribution and transmission linesincluding accidents to both Authority personnel and the public.

b) Detailed reports of such accidents must be forwarded to the ConsumerServices/Generation/Transmission /Technical Services Director as the case maybe, with a copy to the Corporate Services Director, and where relevant, inaccordance with the requirements of Engineering Instruction No.1/5, orGenerating Stations Engineering Instruction No. 19.

c) Accidents occurring at ZESA installations classified as Factories must also bereported in accordance with the Factories and Works Act and Regulations.

d) See also Note 9 regarding Workers’ Compensation and Stated BenefitsAssurance claims, Personal Accident Insurance and Note No. 10 regardingaccidents involving vehicles.


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2. INSURANCE

The Authority has in place insurance cover for all its human and material assets whether owned orleased or held in trust or on commission for which the Authority holds itself responsible. Thefollowing policies highlight the cover that the Authority has put in place:

1. MACHINERY BREAKDOWN POLICY

This policy covers Harare, Munyati and Bulawayo Power Stations’ plant and equipmentagainst sudden and unforeseen mechanical and/or electrical derangement. Aspects notcovered relate to wear and tear, damage arising out of lack of maintenance and inspectionand subjecting plant and equipment to abnormal conditions.

Although this policy is entirely self-insured, the terms and conditions that applied whenit was externally placed in the insurance market still apply.

The self-insurance fund’s limit of liability is a stipulated amount for each of the threepower stations. An excess of $2 000 000,00 applies for each and every claim.

The limits that apply are: Harare $9 652 329,26Munyati $8 529 715,65Bulawayo $6 506 295,24

In the event of a claim the Generation Director in consultation with the CorporateServices Director will determine whether to appoint an external assessor or not,depending on the magnitude of the claim or circumstances surrounding it.

All stations should report all losses covered under this policy to the Corporate ServicesDirector as soon as they occur, failure of which will result in their claims against the fundbeing repudiated on grounds of late notification. Maximum claim notification period iswithin 30 days of the accident occurring. The Form S.114 has to be completed in full in

cases of all losses covered under this policy.2. MOTOR FLEET POLICY

The Authority’s vehicles also have a mixture of self-insurance and externally-placedinsurance cover.

a) Self-Insurance

All vehicles that are 10 years old and below are covered for own damage, fireand theft risks.

Vehicles over 10 years old are covered for fire and theft risks only.


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An excess of $2 800,00 on each and every claim applies.

An excess of $1 000,00 on each and every claim applies on motor cycles.

b) External Insurance

Vehicles whose replacement value each exceeds $1 million are covered forcomprehensive cover.

All Authority vehicles are covered for third party liability risks.

No excess applies on this policy.

c) Claim Considerations

All claims must be submitted to the Corporate Services Director for processing via theTransport Section at Head Office who will have to ensure that all the requisite

documentation and details are submitted. In this connection, the Form S.113 has to becompleted in full at all times.

The Operations Committee of the Motor Fleet Self-Insurance Fund considers andprocesses all the claims covered by the Self-Insurance Scheme and all the claims coveredby the external insurance are submitted to the insurer by the Corporate ServicesDepartment.

The terms and conditions of the Self-Insurance Scheme are identical to those that applyin the external insurance market and as such all exclusions that apply there are observedby the Operations Committee in discharging duties.

Accident damaged vehicles whose repair value exceeds $10 000,00 and write-offs

will be assessed by an assessor appointed by the Transport Manager.The procedure to be adopted in the event of an accident is defined in AdministrationNote. No. 10.

Exclusions include: a) drunken drivingb) faulty vehicles, andc) unlicenced driving

3. COMBINED ASSETS ALL RISKS (HWANGE POWER STATION)

This policy covers both machinery breakdown and fire and allied risks perils for specified plantand equipment at Hwange Power Station as well as extra expenses arising directly from a coveredloss.

The excess which is quite substantial will be covered by the Self-Insurance Fund with the Fund’slimit of liability being a stipulated sum annually which is determined by the Fund’s financialstatus but this only pertains to material damage related losses and not extra expenses.

The excess for fire and allied perils related claims is US$250 000 each and every loss, US$500000 aggregate and 7 days for extra expenses whilst that for machinery breakdown related claims isUS$500 000 each and every loss with US$100 000 applying after the aggregate excess has beenexhausted.


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Insurers will cover all claims over and above the underlying and aggregate excess and all claimswill be subject to the terms and conditions stipulated in the policy document issued by the insurer.

All losses covered by this policy are to be notified to the Corporate Services Director on FormS114 as soon as they occur.

4. ASSETS ALL RISKS

This is an all embracing policy which covers all the Authority’s assets which are not specificallycovered by any other policy against material damage or loss arising from accidents, naturalphenomena and theft.

Insurers’ terms and conditions apply as this policy is externally placed on the insurance marketand this is provided in sections with each section having a different limit of liability and excesswhich is reviewed annually.

Claims have to be notified to the Corporate Services Director as soon as they arise and in the caseof losses involving theft police have to be notified as well. All losses pertaining to loss of and

damage to equipment should be notified on Form S.114.

Excesss that apply will be met by the business units concerned as undernoted:

Fire and allied perils damage to transformers $50 000Theft of electrical equipment $ 2 000Personal effects for senior management $ 50Personal effects for other staff $ 50Rolling stock $15 000

5. GROUP PERSONAL ACCIDENT

This policy covers accidental death and/or bodily injury arising out of violent, visible and external

means.The cover itself is categorised as follows:-

a) 24 hour cover for both on-duty and off-duty accidents for all ZESA employees, andb) Board members are covered when they are on ZESA business only.

The benefits that accrue under this policy are:

a) to ZESA employees- 5 times annual earnings multiplied by the degree of disability for permanent

injuries.- 4 times annual earnings for death, and- reimbursement of medical expenses up to a stipulated amount.

b) to Board members- the death benefit is $500 000 and- for permanent disability it is $500 000,00 multiplied by the degree of permanent

disability.

c) to ZESA- full employee earnings for the first 90 days and half benefit for the next 90 days

thereafter for the days employees are away from work as a result of an accidentcovered by this policy.


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As this policy is externally-placed on the insurance market, insurer’s policy terms andconditions including the need for timeous notification apply.

All claims are to be reported to the Corporate Services Director on the GPA claim formswithin a month of the accident occurring.

6. PUBLIC LIABILITY

This policy covers the Authority against any legal liability that it may incur in the discharge of itsmandate.

This externally placed insurance cover does not have an excess besides an underlying excess of$10 000,00 for claims relating to phase-reversal. The limit of liability per each and every claim is$3 million.

Since insurers will only be liable under this policy in cases where the Authority can only beproven negligent, once a claim is lodged by a third party against a business unit, the claim has tobe investigated by the business unit concerned to establish whether the Authority is liable or not.

Under no circumstances are business units allowed to accept liability to third parties .

The third party’s claim letter together with the business unit’s investigation report should besubmitted to the Corporate Services Director as soon as they come to hand. Prompt investigationand submission of the requisite claim documentation are required once a claim is received. Thepublic liability claim form should also be submitted at all times.

7. COMPUTER

This policy covers computer equipment against sudden and unforeseen mechanical/or electricalderangement. This policy essentially covers residual risks which are not covered by the AssetsAll Risks policy.

The limit of liability for material damage is $1 million and that for increased cost of working(consequential loss) is $100 000. Software and other external data media are not covered. Anexcess of $1 000 applies for each and every loss.

Claims have to be notified to the Corporate Services Director on Form S.114 as soon as the loss isincurred. The claim documentation should be submitted within a month of the loss beingincurred.

8. INSURANCE - HOUSEHOLD AND PERSONAL EFFECTS

1. In order to remove any misconception which might exist in the minds of the staffregarding the Authority's responsibility for any household or personal effects whichmight be damaged on Authority owned or leased premises, the attention of all staffshould be periodically drawn to this Note. It is particularly important in the case ofemployees camping out where fire hazards are much greater.

2. The responsibility for insuring household and personal effects against loss or damagefrom any cause whatever rests with the employee and the Authority, even if it wished,could not effect this insurance. Whilst on duty an employee's personal effects arecovered by the Authority against all risks. In the latter case personal effects are definedas only those items which an employee necessarily has to have with him whilst on dutyincluding tools.


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3. The insurance of household goods and personal effects belonging to personneltransferred, providing such transfer is not at the employee's request , will however bearranged by the Authority whilst such goods and effects are in transit between the oldand new district or station. The maximum insurance cover for any one transit is inaccordance with the Annexure to this Note and such items as watches, jewellery etc., arenot covered. (See also Note No. 31 on T & S rates).

4. Insurance cover is automatic provided the conditions stipulated under sections 2 and 3above are satisfied.

5. It should be noted that the cover taken out in terms of secction 3 above excludesmechanical derangement, scratching and denting, and is subject to a "Parts and Pairs andSets" clause. The effect of this clause is that if a part or one item of a pair or set isdamaged, the insurers will only be liable for the actual part or item damaged.


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ANNEXURE TO ADMINISTRATION NOTE NO 5

Maximum Insurance cover for Household and Personal Effects in Transit $150 000.00


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VEHICLE ACCIDENT REPORT S/113

TO BE COMPLETED IN TRIPLICATE

1. DRIVER

Name........................................................................................................... Age:.................Designation:...........................................EC No................Work Station:............................Home Address:.....................................................................................................................Driver Licence No............................. Place & Date Of Issue:...........................................

2. VEHICLE

Make.............................................................................. Reg. No.........................................Fleet No................................ Allocated To:.........................................................................

3. PARTICULARS OF ACCIDENT

Date of Accident:............................ Time................... Place..............................................

Description of Accident: (Include rough sketch plan)

.............................................................................................................................................................

.............................................................................................................................................................

.............................................................................................................................................................

.....................................................................................................

Reported to Police at............................ Date.................................... Time............................Speed at Time of Accident......................................... Gear used....................................Type and State of Road.......................................... State of weather.............................Nature and weight of Load...............................................................................................................................................................................................................................................Was this an authorised trip by WHO?..............................................................................

...............................................................................................................................................Names and Address of Passengers:...................................................................................

.............................................................................................................................................................

.............................................................................................................................................................

...................................................................................................................

4. PARTICULARS OF OTHER VEHICLE(S) INVOLVED

Name and Address of Driver:...........................................................................................................................................................................................................................................................................................................................................................................................Name and Address of Vehicle Owner:................................................................................................................................................................................................................

............ ...............................................................................................................................................


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Make and Type of Vehicle(s):.............................................................................................Registration No.(s):.............................................................................................................Approximate Speed of other Vehicle at Ti

me of Accident:..........................................................................................................................................................................................

5. INJURIES TO PERSONS (DETAILS OF INJURIES AND WHETHER OTHER THIRDPARTIES INVOLVED)

.............................................................................................................................................................

.................................................................................................................................

...............................................................................................................................................

...............................................................................................................................................

6. DAMAGE TO PROPERTY

(a) ZESA Vehicle: ......................................................................................................(b) Other Vehicle(s)......................................................................................................(c) Other Property: ......................................................................................................

7. DRIVER’S REPORT............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

Driver’s Signature: ......................................................................................................Date: ......................................................................................................

8. SECTION/AREA HEAD’S COMMENTS (INCLUDE ESTIMATED COSTS OF REPAIRS).........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

SIGNATURE:............................................................................ DATE:....................

DESIGNATION:.................................................................................................................


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Form S.114


POST LOSS DAMAGE REPORT

FROM:……………………………………………….. AT:……………………………..

TO: ……………………………………………… AT:……………………………..

C.C. 1………………………………………………..

2……………………………………………….

3………………………………………………

4………………………………………………

SUBJECT:…………………………………………………………………………………………..

DATE OF REPORT…………………………………………………………………………….

THE LOSS:

Full Description of Unit

MAKE……………………………………………………………………………………………

CAPACITY………………………………………………………………………………………SERIAL NUMBER………………………………………………………………………………

Date of Accident/Loss

………………………………………………………………………………………………….

Events Leading to The Accident ……………………………………………………………..

…………………………………………………………………………………………………..

…………………………………………………………………………………………………..

…………………………………………………………………………………………………..

Full Details of Damage …………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

Possible Causes of Damage …………………………………………………………………….

…………………………………………………………………………………………………..


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…………………………………………………………………………………………………..

Loss Minimisation Efforts Done Including Maintenance Records (Please Give full details and attachany documentation in support thereof)

………………………………………………………………………………………………..

………………………………………………………………………………………………..

……………………………………………………………………………………………….

………………………………………………………………………………………………..

……………………………………………………………………………………………….

Estimated Cost of Repair/Replacement (with breakdown where known)

………………………………………………………………………………………………

………………………………………………………………………………………………

……………………………………………………………………………………………..

……………………………………………………………………………………

Place Where Unit May Be Inspected

……………………………………………………………………………………………

…………………………………………………………………………………………….

Sketch Diagrams attached

……………………………………………………………………………………………

……………………………………………………………………………………………

…………………………………………………………………………………………..

Remarks

…………………………………………………………………………………………….

…………………………………………………………………………………………….

SIGNATURE:………………………………………… DATE:……………………..

DESIGNATION:…………………………………………


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PUBLIC LIABILITY CLAIM FORM

DEPARTMENT………………………………… AREA/DIVISION………………………………….

DATE………………………………………….AccidentParticulars: Date of Accident……………………. Time……………………..a.m/p.m.

Exact place where accident occurred………………………………………………………

………………………………………………………………………………………………

Description of how accident happened………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

Third

PartyDetails; Name of person injured or property damaged……………………………………………..

…………………………………………………………………………………………….

Address……………………………………………………………………………………

Details of personal injury/damaged property……………………………………………..

…………………………………………………………………………………………….

Witness: Did police take particulars……………. If so give details of police station and

date reported………………………………………………………………………………Give names and addresses of witnesses…………………………………………………..

…………………………………………………………………………………………….

Attachments: (tick what is attached)

Third party claim letter………………..

Repair/replacement costs………………

Compensation costs…………………….

Investigation report……………………..


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Form S.114ANNEXURE TO ADMINISTRATION NOTE NO. 5

TO BE COMPLETED IN DUPLICATE

FROM : ……………………………………… AT : ……………………………….TO : Corporate Services Director AT : Head Office

SUBJECT: TRANSFORMER/VOLTAGE DATE : ………………………………REGULATOR OR OTHERDAMAGE REPORT

MAKE ………………………………………………………………………………………..

CAPACITY ………………………………………………………………………………….

SERIAL NUMBER ………………………………………………………………………….

DETAILS OF DAMAGE ……………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

WAS DAMAGE AS A RESULT OF AN ACCIDENT?……………………………………

………………………………………………………………………………………………….

DESCRIBE BRIEFLY WHAT HAPPENED ………………………………………………

………………………………………………………………………………………………….

………………………………………………………………………………………………….

COST OF REPAIR OR REPLACEMENT IF KNOWN …………………………………..

REPAIRER …………………………………………………………………………………….

REMARKS ……………………………………………………………………………………..

……………………………………………………………………………………………………

TEAR OFFTRANSFORMER/VOLTAGE REGULATOR OR OTHER DAMAGE REPORT

FROM : Corporate Services Director AT : …………………………..

TO : …………………………………….. AT : …………………………..I acknowledge receipt of the above report.

DESIGNATION ……………………………………….. SIGNATURE …………………

DATE………………………….


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Safety Policy

The Authority’s policy is geared towards the prevention of accidents at all work places. LocalSenior Officials must therefore implement the following policy –

1. All accidents and near misses must be reported to the local senior official andinvestigated, irrespective of whether or not there is injury or damage to property. Inorder to heighten safety consciousness, any accident that involves injury to staff shouldbe reported to the Corporate Services Director at Head Office immediately followed by afull report.

2. Safety Committees and sub-committees chaired by the local senior official, must beformed at all work places and must regularly hold meetings to promote and review safetyperformance at the work place. A proper record of the meetings of such committeesmust be kept and a copy of that record must be submitted to the Corporate ServicesDirector.

3. Any Safety Officers appointed by the Authority must investigate all accidents, monitoraccident related losses, co-ordinate the work of safety committees, conduct safety relatedtraining courses and carry out safety inspections and surveys.

4. All levels of staff must be aware of the Authority’s safety policy, which is subject toreview by the Corporate Services Director annually. Workers should therefore, in viewof this, be trained to recognise unsafe acts and conditions, and how to overcome themthrough proper training, discipline and action.

5. In terms of Section 15(5) of the National Social Security Authority (Accident preventionand Workers’ Compensation Scheme) Notice, 1990 (Statutory Instrument 68 of 1990),the General Manager of the Accident Prevention and Workers’ Compensation Scheme isrequired required to ensure that the following provisions are compiled with for the

purpose of accident prevention.1. Duties of Employer, Workers and Other Persons In Accident Prevention

1. Any employer shall ensure that –

a) such equipment, materials and protective devices as may be prescribed for hisclass of business are provided;

b) the equipment, materials and protective devices by him for purposes ofprotecting worker’s health safety or safety are maintained in good condition;

c) such health and safety mesures and procedures as may mintained in goodcondition;

d) the equipment, materials and protective devices provided by him are used asprescribed,

e) such occupational health services for workers as may be prescribed areestablished;

f) the provision and maintenance of occupational health services are in accordancewith standards prescribed;

g) such accurate records of the handling, storage, use and disposal of biological,chemical or physical agents as may be prescribed are kept;


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(h) records of the exposure of a worker to biological, chemical or physical agents areaccurately kept, maintained and made available to affected workers;

(i) the general manager is notified of the use or introduction into a workplace of suchbiological, chemical or physical agents as may be prescribed;

(j) such monitoring and records of the use of biological, chemical or physical agents as maybe prescribed be maintained;

(k) compliance with such standards limiting the exposure of a worker to biological, chemicalor physical agents as may be prescribed and enforced;

(l) where so prescribed, only a worker who has undergone such medical examinations, tests,or X-rays as may be prescribed and who is found to be physically fit to do the work inthat workplace be permitted to do that work;

(m) the worker is provided with instructions on measures and procedures to be taken for theprotection against risks to health or safety, and such instructions shall be given in writing

or in the manner or language understood by the majority of workers in the workplace;

(n) occupational health and safety training programmes at the workplace are carried out orthat workers be released to attend such training programmes during work times;

(o) information, instruction and supervision to a worker to protect the health or safety of theworker is provided;

(p) he prepares and regularly updates a written policy that addresses the health and safetyproblems at the workplace and develops and maintains a programme for theimplementation of that policy;

(q) the establishment of a safety committee is effected and the necessary assistance and co-

operation afforded to the committee in carrying out its functions;(r) a supervisor or health and safety representative who shall take all necessary measures to

ensure the health or safety of the workers is appointed.

2. General duties of manufacturers, designers and suppliers

1) It shall be the duty of any person -

(a) designing, manufacturing, importing, selling or hiring out any machinery, implement,safety equipment or other technical device to take steps to ensure that it affords adequatesecurity against risks to safety and health. Such equipment when delivered shall beaccompanied by the necessary information and instructions concerning its assembly, useand maintenance;

(b) manufacturing, importing and selling a substance liable to cause risks to health or safetyto take the measures necessary to prevent or counteract any health and safety hazardsresulting from the use, handling and storage of such a substance.

3. Duties of supervisor or health and safety representative

1) A supervisor or health and safety representative shall ensure that a worker -


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(a) works in the manner and with the protective devices, clothing, measures and procedureswhich ensure the protection of the worker’s health and safety;

(b) uses or wears the equipment, protective devices or clothing that employer has providedto be used or worn;

(c) reports and investigates accidents or identifies potential hazards which may affect thehealth or safety of workers;

(d) is advised of the existence of any potential or actual danger to the health or safety of theworker of which the supervisor is aware;

(e) where so prescribed, is provided with instructions in writing or any other manner as tothe measures and procedures to be taken for his protection;

(f) takes every precaution necessary in the circumstances for his protection as a worker.

4. Duties of the worker

1) A worker shall -

(a) report to the employer or supervisor or health and safety representative the absence of ordefect in any equipment or protective device of which the worker is aware and whichmay endanger himself or another worker;

(b) report to the employer or supervisor or health and safety representative any contraventionof the Accident Prevention and Workers’ Compensation Scheme or the existence of anyhazards of which the worker is aware;

(c) where so prescribed, have, at the expense of the employer, such medical examinations,tests or X-rays, at such time or times and at such place or places as prescribed;

(d) work in compliance with such requirements as may be prescribed for the protection ofthe health or safety of the worker;

(e) use or wear the equipment, protective devices or clothing the employer requires to beused or worn;

(f) not remove or make ineffective any protective device prescribed or required by theemployer without providing an adequate temporary protective device, and when the needfor removing or making ineffective the protective devi

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