Incident and Non-Conformance Management Policy Template for Nigeria

An Incident and Non-Conformance Management Policy helps organizations in Nigeria track, investigate, and handle unexpected events and compliance issues. It creates a clear framework for reporting workplace accidents, environmental spills, quality defects, or violations of regulatory requirements like those set by the Federal Ministry of Labour and Employment.

The policy ensures companies meet their legal obligations under Nigerian workplace safety laws and ISO standards while protecting workers and business operations. It maps out specific steps for documenting incidents, analyzing root causes, implementing corrective actions, and preventing similar issues in the future. This systematic approach helps organizations learn from mistakes and demonstrate due diligence to regulators.

Put an Incident and Non-Conformance Management Policy in place when your Nigerian business faces workplace safety risks, environmental compliance requirements, or quality control challenges. This becomes especially crucial after experiencing workplace accidents, regulatory violations, or when expanding operations into high-risk industries like manufacturing, construction, or oil and gas.

The policy proves invaluable during safety audits by the Nigerian Factory Inspectorate, environmental assessments by NESREA, or ISO certification processes. It helps protect your organization from legal liability, maintains operational standards, and creates a documented trail of how you handle and learn from incidents. Having this system ready before problems occur saves time and reduces potential damages.

• Basic Safety Compliance: Focuses on workplace accidents, injuries, and near-misses, aligned with Nigerian Factory Act requirements
• Environmental Management: Covers spills, emissions, and environmental incidents under NESREA regulations
• Quality Control: Addresses product defects, process deviations, and customer complaints in manufacturing
• Integrated Management System: Combines safety, environmental, and quality non-conformances into one comprehensive policy
• Industry-Specific: Tailored versions for oil and gas, construction, or healthcare sectors with unique regulatory requirements

• HSE Managers: Lead the development and implementation of the policy, ensuring alignment with Nigerian safety regulations
• Legal Department: Reviews and validates policy compliance with Federal Ministry of Labour requirements and liability protections
• Department Heads: Responsible for enforcing policy requirements within their units and reporting incidents
• Employees: Must understand and follow incident reporting procedures and corrective actions
• Quality Control Teams: Monitor non-conformances and coordinate with production units on remediation
• External Auditors: Verify policy effectiveness during ISO certifications or regulatory inspections

• Industry Assessment: Review your sector's specific risks and applicable Nigerian safety regulations
• Current Procedures: Document existing incident reporting and handling processes across departments
• Stakeholder Input: Gather feedback from HSE team, department heads, and workers' representatives
• Regulatory Compliance: Check Federal Ministry of Labour requirements and relevant ISO standards
• Reporting Structure: Define clear incident classification levels and response protocols
• Documentation System: Set up templates for incident reports, investigations, and corrective actions
• Training Plan: Outline how staff will learn and implement the new policy

• Purpose Statement: Clear objectives aligned with Nigerian workplace safety laws and ISO standards
• Scope Definition: Details on covered incidents, facilities, and personnel under the policy
• Roles and Responsibilities: Specific duties of management, HSE team, and employees
• Reporting Procedures: Step-by-step process for incident notification and documentation
• Investigation Protocol: Methods for root cause analysis and evidence collection
• Corrective Actions: Framework for implementing and monitoring remedial measures
• Record Keeping: Requirements for maintaining incident logs and investigation reports
• Review Process: Schedule for policy updates and effectiveness evaluation

While an Incident and Non-Conformance Management Policy outlines the overall framework for handling workplace incidents, the Incident and Non-Conformance Management Form serves as the actual documentation tool. Think of the policy as your rulebook and the form as your incident report sheet.

• Scope and Purpose: The policy establishes procedures and responsibilities, while the form captures specific incident details and immediate actions taken
• Timeline of Use: The policy remains constant until formally updated, while forms are completed each time an incident occurs
• Legal Standing: The policy serves as evidence of due diligence in Nigerian compliance frameworks, while forms provide documented proof of specific incidents
• User Application: Management creates and maintains the policy, while all employees may need to complete incident forms