Role: Environmental Lead

Document ID: SW-EMS-ROLE-001-v1.0
Effective Date: [TBD]
Review Date: [TBD]
Reports to: CEO
Current Assignment: [TBD - Name to be assigned by management]

Role Summary

The Environmental Lead is responsible for establishing, implementing, maintaining, and continually improving Swedwise AB's Environmental Management System (EMS) in accordance with ISO 14001:2015 requirements. The Environmental Lead ensures that environmental considerations are integrated into business operations and that Swedwise meets its environmental commitments and compliance obligations.

This role works in close collaboration with the IMS Owner to ensure integration of environmental management with quality and information security management systems, supporting Swedwise's brand promise: "Make Time For The Good."

Time Allocation

• Implementation Phase: 10-15% of working time
• Ongoing Operations: 5-10% of working time
• Audit Periods: Up to 20% of working time
• Compliance Reviews: Variable (as needed)

This is a part-time functional role designed to be combined with other operational responsibilities. Given Swedwise's business model as an IT consultancy with relatively low direct environmental impact, the role is appropriately scaled to the organization's size (~35 employees) and environmental aspects.

Key Responsibilities

1. Environmental Management System Leadership

• Establish and maintain the EMS framework in accordance with ISO 14001:2015
• Define and document environmental processes and procedures
• Ensure the EMS is appropriate for Swedwise's context and environmental aspects
• Promote environmental awareness and culture throughout the organization
• Champion life-cycle thinking and pollution prevention
• Drive integration of environmental considerations into business operations

2. Environmental Aspects Management

• Lead the identification and evaluation of environmental aspects
• Maintain the Environmental Aspects Register
• Determine significant environmental aspects requiring management
• Review and update aspects assessment at least annually
• Monitor changes that may affect environmental aspects
• Ensure environmental aspects are considered in new initiatives
• Coordinate life-cycle thinking in environmental aspects evaluation

3. Compliance Obligations Management

• Identify applicable environmental legal and regulatory requirements
• Maintain the Environmental Legal Compliance Register
• Monitor compliance with environmental laws and regulations (Swedish and EU)
• Track changes in environmental legislation affecting Swedwise
• Coordinate compliance evaluations and assessments
• Report compliance status to management
• Liaise with authorities on environmental compliance matters

4. Environmental Objectives and Targets

• Develop environmental objectives aligned with policy and significant aspects
• Set measurable environmental targets for key focus areas:
  • Business travel reduction and carbon footprint
  • Office energy consumption
  • IT equipment lifecycle and e-waste management
  • Waste reduction and recycling rates
  • Sustainable procurement
• Monitor progress toward environmental objectives
• Report objective achievement to management
• Update objectives based on performance and changing context

5. Travel and Carbon Footprint Monitoring

• Monitor business travel (air, rail, car) and associated carbon emissions
• Track and analyze travel patterns and trends
• Promote sustainable travel alternatives (train over plane, video conferencing)
• Report on carbon footprint to management
• Support initiatives to reduce travel-related environmental impact
• Coordinate with Resource Management on travel planning
• Calculate and report annual GHG emissions (Scope 1, 2, and relevant Scope 3)

6. Office Energy and Resource Management

• Monitor energy consumption across office locations (Karlstad, Stockholm, Uddevalla)
• Promote energy efficiency practices in office operations
• Coordinate with landlords on energy data and green building initiatives
• Monitor waste generation and recycling performance
• Ensure proper waste sorting and recycling facilities
• Promote resource efficiency (paper reduction, water conservation, etc.)
• Support remote work arrangements from environmental perspective

7. E-Waste and IT Equipment Management

• Oversee environmental aspects of IT equipment lifecycle
• Ensure proper e-waste handling in accordance with WEEE regulations
• Promote equipment lifecycle extension and reuse
• Coordinate with IT/Resource Management on sustainable procurement
• Track IT equipment disposal and recycling
• Ensure data destruction is coordinated with environmental disposal
• Promote circular economy approaches for IT assets

8. Supplier Environmental Assessment

• Evaluate environmental performance of key suppliers
• Include environmental criteria in supplier selection
• Monitor supplier environmental compliance and performance
• Promote environmental requirements in procurement contracts
• Coordinate with Procurement/Resource Management on sustainable purchasing
• Track proportion of environmentally preferable purchases
• Support supplier engagement on environmental improvements

9. Environmental Monitoring and Measurement

• Define and maintain environmental KPIs and performance indicators
• Collect and analyze environmental data from across the organization
• Prepare environmental performance reports for management reviews
• Monitor trends requiring management attention
• Maintain environmental performance dashboards
• Coordinate operational controls for significant environmental aspects
• Ensure monitoring equipment (if any) is calibrated and maintained

10. Support for IMS Owner on EMS Matters

• Provide subject matter expertise on ISO 14001 requirements
• Support internal audits of environmental processes
• Contribute to management review preparations (environmental section)
• Participate in integrated risk assessments (environmental risks and opportunities)
• Coordinate environment-specific training needs
• Maintain environment-related documentation
• Support certification body audits on EMS matters

11. Environmental Training and Awareness

• Identify environmental competence needs across the organization
• Coordinate environmental awareness training for all staff
• Develop environmental awareness materials and communications
• Ensure new employees understand environmental policy and their role
• Promote environmental best practices and success stories
• Foster a culture of environmental responsibility
• Organize environmental campaigns or initiatives (e.g., Earth Day activities)

12. Environmental Incident and Emergency Response

• Oversee environmental incident reporting and management process
• Investigate environmental incidents and near-misses
• Coordinate environmental emergency preparedness (appropriate to Swedwise's context)
• Ensure appropriate response to environmental incidents
• Report significant environmental incidents to management and authorities
• Drive corrective actions and preventive measures
• Maintain environmental incident register

Authority

The Environmental Lead has authority to:

Decision-Making Authority

• Approve environmental procedures and work instructions
• Classify environmental risks and determine significance levels
• Require environmental assessments for new initiatives or changes
• Approve environmental improvement initiatives (within scope)
• Mandate environmental training for staff
• Stop activities with serious environmental compliance risks (with escalation to CEO)

Escalation Authority

• Escalate environmental issues directly to CEO when necessary
• Request immediate action from department heads on environmental compliance
• Invoke emergency response for environmental incidents
• Require environmental reviews for planned changes

Resource Authority

• Request resources for environmental improvement initiatives
• Recommend allocation of personnel to environmental projects
• Engage external environmental consultants (within approved budget)
• Prioritize environmental initiatives in consultation with IMS Owner

Limitations

• Major expenditures require CEO approval
• Risk acceptance decisions rest with senior management
• Business decisions remain with business unit leaders
• Environmental Lead advises but does not override operational authority

Required Competencies

Education and Qualifications

Minimum:

• Bachelor's degree in Environmental Science, Sustainability, Business, or related field
• OR equivalent practical experience in environmental management (3+ years)

Preferred:

• Formal environmental management or sustainability training
• ISO 14001 Lead Auditor or Lead Implementer certification
• Environmental compliance or legal knowledge

Professional Certifications (Recommended)

Highly Recommended:

• ISO 14001 Lead Implementer or Lead Auditor
• ISO 14001 Internal Auditor certification

Valuable:

• Environmental compliance certification
• Carbon footprint or GHG accounting training
• Sustainability reporting (GRI, CDP, etc.)
• Energy management (ISO 50001)
• EMAS (Eco-Management and Audit Scheme)

Experience

Essential:

• Understanding of ISO 14001 requirements
• Knowledge of environmental aspects common to office/IT businesses
• Experience with environmental compliance monitoring
• Familiarity with Swedish/EU environmental legislation

Desirable:

• Previous involvement in ISO 14001 certification project
• Experience in IT, consulting, or professional services environment
• Carbon footprint calculation and reporting experience
• Environmental audit experience
• Sustainability reporting or stakeholder engagement experience

Skills and Competencies

Environmental Knowledge:

• Environmental aspects and impacts assessment
• Environmental legislation and compliance
• Carbon footprint and GHG accounting
• Waste management and circular economy
• Life-cycle thinking and sustainable procurement
• Climate change and environmental trends

Analytical Skills:

• Data collection and analysis
• Environmental performance monitoring
• Trend identification and interpretation
• Environmental risk assessment
• KPI design and measurement

Communication Skills:

• Written and verbal communication in English and Swedish
• Environmental awareness communication and training
• Stakeholder engagement and influencing
• Presentation and facilitation skills

Organizational Skills:

• Environmental program planning and coordination
• Multi-tasking and priority management
• Attention to regulatory detail
• Documentation and record-keeping

Personal Attributes

• Genuine environmental commitment and passion
• Pragmatic and solution-oriented approach
• Ability to balance environmental goals with business needs
• Collaborative and persuasive (not confrontational)
• Proactive and self-motivated
• Continuous learner on environmental topics
• Comfortable with data and metrics
• Diplomatic in promoting environmental behavior change

Key Relationships

Stakeholder	Nature of Interaction	Frequency
CEO	Reports to; receives resources; escalates environmental issues	Bi-weekly
Management Team	Environmental performance reporting; collaborates on initiatives	Monthly
IMS Owner	Coordinates on IMS integration; joint management review preparation	Bi-weekly
Quality Lead	Collaborates on integrated management activities	Bi-weekly
CISO	Coordinates on environmental aspects of IT security (e.g., e-waste)	As needed
Resource Management	Coordinates travel monitoring, procurement, IT equipment lifecycle	Monthly
Office Managers	Coordinates office energy, waste, and resource management	Monthly
IT/Technical Lead	Coordinates e-waste, energy efficiency of IT systems	Bi-monthly
Procurement/Finance	Sustainable procurement criteria and monitoring	Quarterly
All Employees	Environmental awareness, training, behavior change	Ongoing
Landlords/Facility Managers	Energy data, waste management, building sustainability	Quarterly
Environmental Consultants	Compliance advice, carbon footprint calculations, audits	As needed
Certification Body	EMS audit liaison; certification maintenance	During audits

Relationship with Other IMS Roles

IMS Owner

• Collaboration Model: Environmental Lead owns the EMS domain while IMS Owner coordinates overall IMS
• Division of Responsibility: Environmental Lead manages environmental aspects, compliance, and EMS-specific activities; IMS Owner ensures integration with QMS and ISMS
• Interaction: Bi-weekly coordination meetings; joint management review preparation; shared audit program

Quality Lead

• Collaboration Model: Peers with shared IMS responsibilities
• Division of Responsibility: Environmental Lead focuses on environmental aspects; Quality Lead focuses on customer satisfaction and process quality
• Interaction: Joint participation in management reviews; shared continuous improvement initiatives

CISO

• Collaboration Model: Complementary roles with some overlap (e.g., secure disposal of IT equipment)
• Division of Responsibility: Environmental Lead focuses on environmental aspects of operations; CISO focuses on information security
• Interaction: Coordinate on IT equipment lifecycle (balancing security and environmental requirements)

Performance Indicators

KPI	Target	Measurement Method
Carbon Footprint (Business Travel)	10% reduction year-over-year	Annual GHG calculation
Train vs. Plane Ratio	60% of domestic travel by train	Travel booking data analysis
Office Energy Intensity	5% reduction per employee	Annual energy consumption data
E-Waste Recycling Rate	100% of e-waste properly recycled	E-waste disposal records
IT Equipment Lifecycle	Average 4+ years before replacement	Asset register analysis
Waste Recycling Rate	70% of office waste recycled	Waste management data
Environmental Compliance	Zero non-compliances with legal requirements	Compliance register review
Environmental Training	100% of staff trained within 3 months of joining	Training records
Environmental Objectives Achievement	80% of environmental objectives achieved	Objectives register review
Sustainable Procurement	50% of procurement meets environmental criteria	Procurement records analysis

Delegation and Backup

During Planned Absence

Responsibilities are delegated in the following manner:

• Compliance monitoring: Delegated to IMS Owner (pre-designated)
• Urgent environmental issues: Directed to CEO
• Environmental data collection: Delegated to Office Managers or Resource Management
• Routine environmental activities: Can be deferred for short absences

Deputy Role

A deputy Environmental Lead should be designated from:

• IMS Owner
• Resource Management Lead
• Office Manager (Karlstad HQ)

The deputy should receive appropriate training and regular briefings to assume responsibilities during absences.

Success Factors

The Environmental Lead will be successful when:

1. Compliance: Swedwise maintains full compliance with environmental legal requirements
2. Certification: Swedwise achieves and maintains ISO 14001 certification
3. Performance Improvement: Environmental performance shows measurable improvement over time
4. Awareness: Environmental consciousness is embedded in Swedwise's culture
5. Integration: Environmental considerations are naturally integrated into business decisions
6. Reputation: Swedwise is recognized for environmental responsibility in the market
7. Efficiency: Environmental management adds value without creating bureaucracy
8. Data Quality: Environmental data is accurate, complete, and timely
9. Stakeholder Engagement: Employees actively participate in environmental initiatives
10. Transparency: Environmental performance is transparently reported internally and externally

Document Control

Version	Date	Author	Changes
1.0	[TBD]	[Author]	Initial release

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Approval

Role	Name	Signature	Date
CEO
IMS Owner