Terms of Reference (TOR) – OSH Audit & Safety Training Long-term contract

Background

Peace Winds Japan is committed to strengthening workplace safety culture and ensuring statutory compliance across its operations in Dadaab, Kakuma, and Nairobi. To achieve this, a comprehensive Occupational Safety and Health (OSH) Audit and Safety Training exercise is planned to begin from 15th June 2026.

The exercise will be facilitated by an external DOSHS‑approved consultant and will commence with inspections at the Dadaab office and its three camps (IFO, Dagahaley, Hagadera). The audit will be followed by a centralized training session at the DMO, attended by OSH Committee members from all camp offices.

After the Dadaab phase, the consultant will proceed to Kakuma for an audit at the Peace Winds offices and mechanical workshop in Kalobeyei, followed by a joint training session for OSH Committee members. The cycle will conclude with an audit of the Nairobi Office, focusing on administrative compliance, documentation, and staff awareness.

This phased approach ensures that inspection findings directly inform the training content, while OSH Committee members across Dadaab, Kakuma, and Nairobi benefit from consistent guidance on fire safety, first aid, and workplace safety practices.

1-Purpose

To conduct statutory OSH Audits and deliver structured safety training sessions that identify risks, close compliance gaps, and build staff capacity for emergency response and workplace safety across Dadaab, Kakuma, and Nairobi installations.

2-Objectives

• Undertake full OSH Audits by DOSHS-approved consultants in Dadaab, Kakuma, and Nairobi.
• Assess compliance with OSHA 2007, Fire Risk Reduction Rules, and Health & Safety guidelines.
• Inspect fire equipment, electrical systems, signage, workshops, and housing blocks.
• Provide Fire Safety Training (including evacuation drills at Dadaab and Kakuma).
• Provide First Aid Training for staff in Dadaab, Kakuma, and Nairobi.
• Facilitate joint training for OSH Committee members in Kakuma.
• Update OSH policies and documentation based on audit findings.
• Strengthen staff awareness and accountability for safety practices

3-Scope of Work

1. Comprehensive OSH Audit
   • Conduct statutory OSH Audit in Dadaab (DMO + camps), Kakuma offices and workshop, and Nairobi Office.
   • Review compliance with OSHA 2007, Fire Risk Reduction Rules, and Health & Safety guidelines.
   • Inspect fire equipment, signage, electrical systems, workshops, residential blocks, and offices.
   • Assess vehicle and plant workshop safety (Work area,tools, lifting equipment ,PPE use).
   • Evaluate staff housing blocks for fire safety, sanitation, and emergency exits.
   • Review documentation (risk assessments, incident registers, training records, safety policies).
   
   
2. Training & Capacity Building
   • Facilitate joint Training and First Aid Training in Dadaab for OSH Committee.
   • Conduct joint training for OSH Committee members in Kakuma.
   • Conduct fire drills and evacuation exercises in Dadaab and Kakuma.
   • Provide refresher awareness sessions for Nairobi administrative staff.
   
   
3. Policy & Systems Development
   • Draft and disseminate updated OSH policies and procedures.
   • Develop compliance checklists and assign responsibilities for ongoing monitoring.
   • Recommend improvements in housekeeping, cable management, and workshop safety.
   • Establish reporting templates for monthly safety monitoring.
   
   
4. Reporting
   • Submit interim findings after Dadaab and Kakuma audits.
   • Submit final consolidated report covering Dadaab, Kakuma, and Nairobi Office.
   • Provide recommendations for continuous compliance and future audits.
   • The consultant will charge professional fees for the audit and training services, as will be stipulated in the contract.
   
   

4-Logistics & Support

• Local transport within Dadaab and Kakuma provided by the organization.
• OSH Committee and Admin team to coordinate site access, staff mobilization, and scheduling.
• The organization will provide the consultants with accommodation and meals, In Dadaab and Kakuma as stipulated in their contract.

5-Timeline

• Dadaab Audit & Training: June 15–19, 2026
• Kakuma Audit & Committee Training: June 22–26, 2026
• Nairobi Office Audit: June 29–30, 2026
• Policy Finalization & Reporting: July 1–5, 2026

6-Expected Outcomes

• Comprehensive OSH Audit Reports for Dadaab, Kakuma, and Nairobi.
• Installation of safety signage and evacuation readiness.
• Refresher training certificates for OSH committee memebers.
• Documented fire drill outcomes and evacuation readiness.
• Updated OSH policies aligned with statutory requirements.
• Strengthened safety culture across all installations.

Proposal Submission Requirements

Interested consultants are invited to submit their bids via email to pwjtenders@peace-winds.or.ke no later than 15th May 2026.

The submission should include the following:

• Technical proposal (methodology and work plan)
• Financial proposal
• CVs of key personnel
• Relevant experience and references

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