Procedure - Daily Office Opening and Closing

Section: Human Resource Policies  
Policy Owner: Ignition633 Ministries Nigeria Human Resources  
Policy 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 set of tasks and responsibilities carried out by designated staff members at the start of each workday to prepare the office for operations.
Daily Closing:Closing refers to thedesignated staff members' end-of-day tasks and responsibilities performed by designated staff members to secure and shut down the office after business hours. This includes

Daily Office Opening and Closing Procedure

Opening Procedure
Collect the Key
- Signand in the Admin office key from the security office. 
- Retrieve the Executive office keys from the key box at the reception 
- Sign out the key in the key logbook to ensure accountability. 

Open the Office
- UnlockCollect the mainoffice officekey doorfrom the security room and anysign otherusing doorsthe required"key forlog general access. book."
- Check the surroundings for any unusual activity before entering, ensuring that everything appears secure. 
- Open the Office and turn on the lights (if they are off)

TurnCheck onEquipment theand LightsEnvironment
- Switch on all necessary lights in the office area, corridors, and other common spaces to maintain a well-lit and safe work environment. 
- 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 
Monitor Office Security and Environment:
- Admin staff should periodically checkEnsure that you adhere to all security and environmental standardssafety are standards.maintained
- 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
Prepare- toWrap Close
up final tasks- S10taff should at least get prepared 15 minutes before closing time to wrap up any final tasks.time.
- Ensure all sensitive information, documents, and valuables are securely stored or locked away. 

Switch Off the Lights and Equipment
- Turn off all lights, especiallylights in common areas like the Conference room and offices that won’t be in use.used.
- Power down all non-essential office equipment, including computers, printers,computers and air conditioners,printers, to save energy.
-

You have

Securea private office, lock the Officedoor and return the key to the key safe (Contact the Protocol Officer for the Key Safe password)
- Lock the main office door and any other accessible entries.door. 

- Ensure all windows and other points of entry are secured. 

Return the Key

- Return the main office key to its original, secure location (suchin as a key box,the security office).room
-and Sign the Admin office key back insign to maintain a proper record. 

Special Instructions 

- Report Issues: Any damage, security concerns, or equipment malfunction should be logged and reported immediately. 
- Emergency Protocol: In case of emergency, follow the designated emergency evacuation and reporting procedures. 

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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.