1. Policy Statement
Tokyo (K) Services Limited is committed to maintaining operational resilience and stability against potential disruptions. Effective business continuity planning is essential for consistent service delivery within the petroleum logistics sector, where operational interruptions can have significant impact.
The Company shall implement practical and reasonable measures including contingency arrangements, resource planning, and communication protocols to safeguard critical operations.
A robust Business Continuity Management System (BCMS) will ensure:
- Protection of employees, contractors, and the public.
- Continuous transportation and delivery of petroleum products.
- Rapid recovery from operational disruptions.
- Compliance with regulatory requirements (Energy and Petroleum Regulatory Authority and Directorate of Occupational Safety and Health Services).
- Protection of company assets, infrastructure, information, and reputation.
2. Purpose of the Plan
The Business Continuity Plan aims to:
- Provide a structured response to operational disruptions.
- Ensure continuity of critical fuel supply and logistics services.
- Reduce financial, operational, and reputational losses during emergencies.
- Safeguard personnel, equipment, and petroleum products.
- Provide a recovery framework for restoring normal operations.
3. Scope
This Plan covers all operations of Tokyo Kenya Services Limited, including:
- Petroleum product transportation
- Fleet and tanker operations
- Cross-border fuel logistics
- Dispatch and scheduling
- Administrative operations
- Customer service operations
- Fuel storage and handling
The Plan applies to all employees, contractors, drivers, and operational partners.
4. Business Continuity Objectives
Tokyo Kenya Services Limited will strive to:
- Protect life and ensure safety of employees and the public.
- Maintain critical fuel transportation operations.
- Restore normal operations as quickly as possible.
- Maintain communication with customers, regulators, and stakeholders.
- Protect company reputation and contractual obligations.
5. Risk Assessment
Operational Risks
- Fuel tanker accidents
- Mechanical breakdown of trucks
- Driver fatigue or unavailability
- Fuel contamination
- Depot loading delays
Infrastructure Risks
- Road closures
- Bridge failures
- Border delays
- Fuel depot disruptions
Security Risks
- Fuel theft
- Tanker hijacking
- Vandalism
- Civil unrest
Environmental & Natural Risks
- Floods
- Fires
- Extreme weather
- Oil spills
Technology Risks
- Fleet tracking system failure
- Communication system failure
- Loss of operational data
Health Risks
- Pandemics
- Workforce illness outbreaks
6. Business Impact Analysis (BIA)
| Critical Function | Impact if Disrupted | Maximum Downtime |
|---|---|---|
| Fuel Transportation | Delivery failure, customer loss | 24 hours |
| Fleet Management | Operational breakdown | 24 hours |
| Dispatch & Scheduling | Delivery delays | 12 hours |
| Customer Communication | Customer dissatisfaction | 12 hours |
| Financial Operations | Payment disruptions | 48 hours |
7. Business Continuity Management Team (BCMT)
- Managing Director — Overall leadership; activation of Business Continuity Plan
- Operations Manager — Coordination of transport logistics; route management and dispatch
- Fleet Manager — Vehicle recovery; emergency maintenance coordination
- Safety & Compliance Officer — Incident response; regulatory reporting; safety management
- Finance & Administration Manager — Financial operations; insurance and documentation
8. Incident Response and Escalation
- Stage 1: Incident Identification — Disruption reported to management.
- Stage 2: Incident Assessment — Evaluate safety, operational, environmental, and regulatory impacts.
- Stage 3: Plan Activation — Managing Director activates the BCP.
- Stage 4: Emergency Response — Actions may include dispatching alternative trucks, engaging subcontract transporters, rerouting deliveries, activating emergency spill response teams, and coordinating with authorities.
- Stage 5: Recovery — Restore operations, repair equipment, and conduct incident investigations.
9. Fleet Continuity Plan
- Preventive maintenance for all trucks and tankers
- Backup agreements with transport contractors
- Spare parts and service arrangements with mechanics
- Driver training in defensive driving and hazardous material transport
10. Fuel Spill and Accident Response
- Secure the area and protect life.
- Notify emergency services.
- Activate spill containment procedures.
- Inform management and regulatory authorities.
- Deploy spill containment equipment.
- Coordinate clean-up and environmental protection.
11. Communication Management
Communication will be maintained with:
- Employees and drivers
- Customers
- Insurance providers
- Emergency services
- Regulatory authorities (EPRA)
Channels: Mobile networks, email, fleet tracking systems, emergency contact lists.
12. Information and Data Protection
- Critical business records backed up electronically
- Secure storage of financial and logistics data
- Digitization of delivery documentation where possible
13. Insurance and Financial Protection
- Motor vehicle comprehensive insurance
- Goods in transit insurance
- Public liability insurance
- Environmental liability insurance
- Fire and property insurance
14. Training and Awareness
Employees will receive training in:
- Emergency response procedures
- Fuel spill management
- Road safety and defensive driving
- Incident reporting
- Business continuity awareness
Periodic emergency drills will be conducted.
15. Plan Testing
BCP shall be validated through:
- Emergency simulation exercises
- Table-top management drills
- Incident response reviews
16. Plan Review
BCP shall be reviewed:
- Annually
- After major incidents
- When operational changes occur
- When regulatory requirements change
17. Approval
This Plan is approved by the Management of Tokyo Kenya Services Limited and applies to all company operations.
Managing Director — Tokyo Kenya Services Limited