Health & Safety Manager // Osaka

Location: Osaka Expo 2025

Department: Health and Safety

Reports to: Pavilion Director

Role Overview

The Health and Safety Manager will lead the development, implementation, and management of health and safety protocols for the Pavilion at Osaka Expo 2025. This role ensures compliance with Japanese, and international regulations while fostering a safe and inclusive environment for employees, contractors, and visitors. 

The Manager will collaborate with Expo organizers and internal stakeholders to integrate health and safety systems, oversee event and operational safety, and act as the designated Fire Prevention Manager. Additionally, the role involves driving training initiatives, maintaining worker welfare, and ensuring the pavilion is a benchmark for health and safety excellence.

Key Responsibilities

Health and Safety Plans, Policies, and Procedures

• Develop, implement, and maintain Health and Safety (H&S) plans, documentation policies, and procedures tailored to the Pavilion, ensuring alignment with Japanese regulations as well as international best practices.
• Collaborate with the central Expo H&S systems to integrate pavilion-specific requirements.
• Ensure all documentation, including but not limited to risk assessments, safety audits, and incident reports, is accurate and up-to-date.

Fire Prevention Management

• Act as one of the Pavilions designated Fire Prevention Managers, working closely with the Security and Ops Manager to develop and implement fire safety protocols based on Expos training and instructions
• Oversee fire prevention training, inspections, and audits to ensure compliance with local and Expo-specific regulations.
• Coordinate emergency drills and evacuation plans for fire-related scenarios.

Training, Inductions, and Awareness

• Attend all Expo-mandated H&S training sessions and ensure the pavilions compliance with Expo requirements.
• Create and implement an H&S training plan and matrix, tailored to various staff roles.
• Track and document all training to ensure compliance is met
• Conduct inductions for all staff, contractors, and stakeholders, ensuring awareness of H&S protocols.

Stakeholder Collaboration

• Collaborate with internal departments, contractors, suppliers, and Expo organizers to ensure safety measures are effectively communicated and implemented.
• Serve as the main point of contact for regulatory bodies, ensuring compliance and timely submission of required documentation.

Emergency Preparedness and Crisis Management

• Develop and implement comprehensive emergency response and evacuation plans, ensuring alignment with Expo guidelines.
• Conduct regular drills for staff and contractors to ensure preparedness for potential emergencies.
• Lead crisis management planning and execution, including incident response and recovery.

Compliance and Reporting

• Ensure full compliance with visitors, Expo health, safety, and environmental legislation.

• Monitor changes in H&S laws and update policies accordingly.

• Provide regular H&S performance reports to senior management and Expo stakeholders.

Operational Safety Oversight

• Conduct regular inspections of all pavilion areas, including exhibits, visitor zones, and operational spaces, to identify and mitigate hazards.
• Work closely with the facility management team to ensure all AVL (audio, visual, lighting) systems, exhibits, and equipment meet safety standards.
• Oversee environmental management, including waste management and sustainability initiatives.

Health and Safety for Pavilion Events

• Ensure all events held inside the pavilion are planned and executed in compliance with health and safety standards.
• Collaborate with event organizers to identify and mitigate potential risks associated with specific events.
• Recommend and budget for health and safety equipment, first aid supplies, personal protective equipment (PPE), and other necessary resources; oversee their maintenance and replenishment.
• Ensure worker welfare is maintained in collaboration with HR and heads of departments.

Third-Party Management

• Review and approve safety plans for all contractors working on-site.

• Review and sign off RAMS and suppliers plans, lead toolbox exercises, create a permit to work system
• Audit third-party operations to ensure adherence to H&S policies and Expo requirements.
• Provide guidance and oversight for contractors during the pre-opening and operational phases.

Accessibility and Inclusion

• Ensure health and safety measures are inclusive and accessible, addressing the needs of individuals with disabilities and other vulnerable groups.

Cultural Sensitivity and Multinational Environment

• Develop culturally sensitive safety communication strategies to ensure clarity across a multinational team and diverse visitors.

Data Management and Reporting Systems

• Utilize Expo-provided digital platforms to log incidents, track safety compliance, and generate reports for audit purposes.

Visitor Flow and Crowd Management

• Collaborate with operations and security teams to design and implement crowd management protocols, ensuring visitor safety during high-traffic periods and special events.

Health & Safety Reporting and Systems Management:

• Ensure accurate and timely reporting of all H&S incidents, inspections, and audits.
• Input data into the central Expo H&S system, maintaining compliance with organizational protocols and facilitating data-driven decision-making.
• Provide detailed reports to senior leadership and ensure readiness for internal and external audits.

Manage and Support H&S Officer:

• Lead and supervise the Health & Safety Officer, providing guidance, training, and performance management to ensure consistent application of safety policies and procedures.
• Act as a mentor to develop their expertise and maintain a high standard of H&S operations across all areas of responsibility.

Collaborate on Food Safety Initiatives:

• Develop and implement a food safety plan, focusing on infection and contamination prevention.
• Work closely with suppliers' Food Safety Officer to ensure alignment with local and international health and safety regulations.
• Conduct joint audits and assessments of food handling, storage, and preparation practices, and create corrective action plans to address identified risks

Continuous Improvement

• Identify and implement opportunities to enhance H&S practices within the pavilion.
• Foster a culture of safety awareness and accountability among staff and stakeholders.

The Health and Safety Manager will play a pivotal role in ensuring the safety and success of the Pavilion at Osaka Expo 2025. This is an on-site position requiring flexibility to work. The candidate must demonstrate a proactive approach to safety management, ensuring the pavilion remains a benchmark for excellence in health and safety standards. The role also includes any additional responsibilities that align with the scope of the position, as deemed reasonable and necessary by the Pavilion Director.