Procedure - Daily Office Opening and Closing
Section: Human Resource Procedure
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure Name: Daily Office Opening and Closing Procedure
Origination Date: November 2024
Purpose
To ensure office security by providing a structured process for handling keys, securing entry points, and monitoring the office environment to minimize risks and prevent unauthorized access. It promotes accountability by requiring admin staff to sign out and return keys, maintaining a trackable record of office access.
Scope
It applies to all administrative staff responsible for accessing, securing, and maintaining the office environment at the start and end of each workday. It covers activities such as key retrieval and return, unlocking and locking office doors, turning lights and equipment on and off, and securing all documents and valuables within the office space.
Definition
Daily Opening: refers to the tasks and responsibilities carried out by designated staff members at the start of each workday to prepare the office for operations.
Daily Closing refers to designated staff members' end-of-day tasks and responsibilities to secure and shut down the office after business hours. This includes
Daily Office Opening and Closing Procedure
Opening Procedure
Collect the Key and Open the Office
- Collect the office key from the security room and sign using the "key log book."
- Check the surroundings for any unusual activity before entering, ensuring everything appears secure.
- Open the Office and turn on the lights (if they are off)
Check Equipment and Environment
- Verify that your essential equipment (e.g., computers, printers, air conditioners) is functional and set up for daily use.
- Adjust temperature settings if needed for employee comfort.
During work hours
- Ensure that you adhere to all security and environmental safety standards.
- If you notice any faults requiring maintenance, please notify the Maintenance Supervisor or any Maintenance Team immediately. If there is no Maintenance Team on Campus, you can complete a Maintenance Request form to report and address any maintenance issue you observe.
- Any unusual occurrences should be documented and reported immediately.
Note:
- Any damage, security concerns, or equipment malfunction should be logged and reported to your Supervisor or any Director within reach immediately.
- In case of emergency, follow the designated emergency evacuation and reporting procedures.
Closing Procedure
- Wrap up final tasks 10 minutes before closing time.
- Ensure all sensitive information, documents, and valuables are securely stored or locked away.
- Turn off lights in common areas like the Conference room and offices that won’t be used.
- Power down all non-essential office equipment, including computers and printers, to save energy.
- You have a private office, lock the door and return the key to the key safe (Contact the Protocol Officer for the Key Safe password)
- Lock the main office door.
Return the Key
- Return the main office key to its original, secure location in the security room and sign to maintain a proper record.
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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.