Setting Up a Safety Function: It Is More Than Hiring a Safety Officer
Organizations sometimes decide that they need to improve safety and the first action is to recruit someone with the title of Safety Officer or HSE Manager. Hiring the right person is important, but it is only one part of the solution.
This article explains how we at Java Fire Protection help organizations establish or improve a safety function: where we start, how the structure should match the risk, what the system around the people needs to include, and why management stays at the centre. It is written for owners, general managers, boards and HR and operations leaders in Lebanon, from single-site businesses to branch networks and industrial operations. Where it helps, we point to the references behind our practice:
- ISO 45001, Occupational health and safety management systems;
- Lebanon's Labour Code and Decree No. 11802 of 2004 on prevention, safety and occupational health;
- NFPA standards on emergency planning and hot work.
Our view in brief
- A safety function is a system, not a job title.
- We start from the organization and its risks, not from an organization chart copied from elsewhere.
- The structure should match the actual risk and complexity of the business.
- The goal is accountability, not bureaucracy.
- Safety remains a management responsibility, supported by specialists.
Why isn't hiring a safety officer enough?
Because one person cannot make an organization safe without a system around them and management behind them. A functioning safety organization needs a system around the individual. Management needs to know:
- who is responsible for what;
- how hazards are identified;
- how incidents and near misses are reported;
- how corrective actions are followed up;
- how employees are trained;
- how contractors are controlled;
- how serious issues reach senior management.
Without these things, even a very competent safety professional can quickly become someone who is simply chasing people for actions.
Where do we start?
With the organization itself, rather than the job title. When we look at establishing or improving a safety function, we prefer to begin with the organization itself rather than the job title. What does the company actually do? What are its principal risks? How many locations does it operate? How many people does it employ? Who currently makes safety decisions? What works today, and where are the real gaps?
Only after understanding those points can a practical operating model be developed.
What structure does an organization need?
One that reflects its actual risk and complexity, rather than somebody else's structure. For some organizations, the right answer may be one competent safety person with clear management support. For larger or higher-risk businesses, the structure may require specialists, site representatives and more formal governance. The model should reflect the actual risk and complexity of the organization rather than copying somebody else's structure.
| Type of organization | A structure that often fits |
|---|---|
| Single site, lower risk (offices, shops, clinics) | A competent person with clear management support, trained fire wardens, and external specialists for inspections, maintenance and training |
| Branch network (banks, restaurant chains, retail) | A central safety lead, a responsible person and trained wardens at each branch, one set of standards and checklists for every site, and reporting that lets management compare branches |
| Higher risk (factories, warehouses, fuel and chemicals, hotels, hospitals) | A safety manager with specialists, site representatives or committees, formal permit-to-work and contractor controls, and regular reporting to the board |
What does the system around the people include?
Policies, responsibilities, risk controls, training, emergency preparedness and a way to measure and review performance. The system around that structure may include a safety policy, defined roles and responsibilities, risk assessments, legal registers, inspections, incident reporting, corrective-action tracking, training, competency management, emergency preparedness, contractor controls, permit-to-work processes where applicable, performance indicators and regular management review.
| Element | What it does | ISO 45001 |
|---|---|---|
| Safety policy | States management's commitment and direction | 5.2 |
| Roles and responsibilities | Makes clear who is accountable for what, at every level | 5.3 |
| Worker consultation and participation | Brings the people doing the work into identifying hazards and solutions | 5.4 |
| Risk assessments | Identifies hazards and decides on controls | 6.1.2 |
| Legal register | Lists the legal and other requirements that apply, and who owns each one | 6.1.3 |
| Training and competency | Makes sure people can do their tasks safely, and records it | 7.2 |
| Contractor controls | Selects and supervises contractors working on site | 8.1.4 |
| Permit-to-work | Controls high-risk tasks such as hot work, work at height or work on live systems | 8.1 |
| Emergency preparedness | Plans, trains and drills the response to fires and other emergencies | 8.2 |
| Inspections and performance indicators | Shows whether controls are working before something goes wrong | 9.1 |
| Incident reporting and corrective actions | Learns from incidents and near misses and closes the actions | 10.2 |
| Management review | Puts performance in front of senior management, who decide what changes | 9.3 |
ISO 45001 is a voluntary international standard. An organization does not need to be certified to use it as a framework, and certification is worthwhile only when it adds value for the business, its clients or its group.
What does Lebanese law require of employers?
Lebanese law places the duty for workplace safety on the employer. The main texts are:
- The Labour Code (1946). Article 61 requires establishments to be arranged so that workers are safe, and machinery to be kept in the best possible safety conditions. Article 62 provides for the government to set detailed protection and health measures by decree, including precautions against fire.
- Decree No. 11802 of 2004. It organises prevention, safety and occupational health in all establishments subject to the Labour Code. Among other things, it requires employers to inform workers of the risks of their work, to provide personal protective equipment free of charge, and to give ongoing training to workers who handle hazardous chemicals.
- Decree-Law No. 136 of 1983. It governs work accidents and occupational diseases. Employers must insure their workers and declare accidents within short legal deadlines.
Lebanon has not ratified the two fundamental ILO conventions on occupational safety and health, Conventions 155 and 187, and these texts do not add up to a complete safety management system. A framework such as ISO 45001 helps an organization fill the gap in a structured way.
Where does fire safety fit in a safety function?
At the centre. Fire is one of the risks every organization shares, and one of the few where everyone must know what to do within minutes. In our work, the fire-safety part of a safety function usually covers:
- Emergency planning. A written emergency action plan for each site: how to raise the alarm, who does what, how to evacuate, where to assemble, how to account for everyone at the assembly point and how to help people who need assistance. NFPA 101 and NFPA 1 require such plans for many occupancies, such as health care, educational, assembly, hotel and high-rise buildings.
- Fire wardens and drills. Trained wardens on every floor or branch, and regular drills that test the plan.
- Hot work control. A permit system for welding, cutting and other hot work, following NFPA 51B. An authorised person checks the area before issuing the permit. Where a fire watch is needed, for example because combustibles are nearby, it is kept during the work and, as a baseline, for at least an hour afterwards.
- Fire system ownership. Clear responsibility for the inspection, testing and maintenance of extinguishers, alarms, sprinklers and suppression systems, and records that show it was done.
- Business continuity. For critical operations, planning for how the business continues after a fire or other disruption, following the framework of NFPA 1660.
How do you measure whether it works?
With leading indicators that show whether controls are working, and lagging indicators that show outcomes. The objective is not to create bureaucracy. It is to create accountability.
| Leading indicators (before something goes wrong) | Lagging indicators (after something has happened) |
|---|---|
| Corrective actions closed on time | Injuries and lost-time incidents |
| Inspections and drills completed as planned | Fires and unwanted alarms |
| Staff trained and refreshed on schedule | Insurance claims and losses |
| Hot work permits audited | Findings from authorities or insurers |
| Fire systems maintained to schedule | Days of business interrupted |
| Near misses reported and investigated |
Both matter. Lagging indicators show the outcome. Leading indicators show where to act before the outcome happens.
Why must management stay central?
Because accountability for safety cannot be delegated away. A good safety function should help operations perform safely. It should not become a separate organization standing on the side, issuing instructions without understanding how the business actually works. And management remains central to the whole process. No Safety Officer, HSE Manager or consultant can compensate for leadership that does not support the system.
ISO 45001 makes the same point: top management keeps overall responsibility and accountability for safety, even when it assigns tasks to others (clauses 5.1 and 5.3).
This is why we see safety as a management responsibility supported by specialists, not a responsibility that management simply hands over to the safety department.
How we help
We help organizations at each stage:
- Diagnosis. We assess the current organization, its risks, sites and practices, and the gaps.
- Operating model. We design the structure, roles and processes that fit the business.
- Procedures and plans. We prepare procedures, permits, emergency action plans and evacuation plans.
- Training. We train fire wardens and staff, and run drills, in Arabic and English.
- Assurance. We inspect, audit and maintain fire protection systems, and support management reviews.
Whether we are talking about fire safety, emergency preparedness or the wider HSE operating model, the principle is the same: understand the risk, define responsibility, establish practical processes, measure performance and keep improving.
Setting up a safety function, or reviewing one that is not delivering? Speak with our team.
Frequently asked questions
What is a fire and life safety governance framework for a large organization?
It defines who is accountable for fire and life safety at board, management and site level, which standards apply across the organization, and how compliance and performance are checked and reported. In practice it combines:
- a policy;
- defined roles;
- common standards and checklists for every site;
- a maintenance and inspection programme for fire systems;
- emergency plans and drills;
- indicators and a regular management review.
Can we outsource fire safety management for a bank or hotel in Lebanon?
You can outsource much of the work: inspections, system maintenance, training, drills, audits and specialist advice. You cannot outsource accountability. Management remains responsible for the decisions, the resources and the follow-up, and the outsourced provider should report to a named person inside the organization.
Does Lebanese law require a safety officer?
The general duty sits with the employer. The Labour Code and Decree No. 11802 of 2004 place it on the organization rather than on a particular job title. Some activities and larger workplaces have specific rules, for example on workplace health care or construction sites, so check the texts that apply to your sector and size. Whatever the legal minimum, an organization needs someone competent to coordinate safety, and a system around that person.
Who is responsible for fire safety in a rented office in Lebanon: landlord or tenant?
Both have responsibilities. As the employer, the tenant is responsible for the safety of its own workplace and staff. Under Lebanon's public safety decree, the owner, or the owners' association, is responsible for the periodic maintenance of the building and its equipment. Shared systems such as the fire alarm, sprinklers and escape routes often depend on the lease. We recommend setting out who maintains what in writing.
What should an emergency response plan for a factory include?
It should cover:
- how the alarm is raised, and who calls the fire brigade;
- the roles of wardens and responders;
- evacuation routes and assembly points, and how everyone is accounted for;
- shutting down processes, fuel and power safely;
- assisting injured or less mobile people;
- communication with the authorities and families;
- how the plan is trained and drilled.
It should be specific to the site's hazards, such as fuel, chemicals or hot work.
Is ISO 45001 certification required in Lebanon?
No. ISO 45001 is a voluntary international standard. Many organizations use it as a framework without seeking certification. Certification can be worthwhile where clients, groups or tenders ask for it.
References
- ISO 45001:2018, Occupational health and safety management systems: Requirements with guidance for use, and Amendment 1:2024 (Climate action changes). A revised edition is in preparation.
- Lebanese Labour Code of 23 September 1946 (as amended), Articles 61 and 62.
- Decree No. 11802 of 30 January 2004 on the organization of prevention, safety and occupational health in all establishments subject to the Labour Code (Lebanon).
- Decree-Law No. 136 of 16 September 1983 on work accidents and occupational diseases (Lebanon).
- Decree No. 14293 of 11 March 2005 on public safety in buildings and facilities, as amended in full by Decree No. 7964 of 7 April 2012 (Lebanon).
- NFPA 101, Life Safety Code, and NFPA 1, Fire Code.
- NFPA 51B, Standard for Fire Prevention During Welding, Cutting, and Other Hot Work.
- NFPA 1660, Standard for Emergency, Continuity, and Crisis Management: Preparedness, Response, and Recovery.
- OSHA 3970, Using Leading Indicators to Improve Safety and Health Outcomes (June 2019).
- HSE, Managing for health and safety (HSG65).