Swiss Dairy Food Aid. Titel: Powerpoint Mustervorlage

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Edith Johnston
6 years ago
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1 Federal Department of Foreign Affairs FDFA Swiss Agency for Development and Cooperation SDC Humanitarian Aid and SHA Titel: Powerpoint Mustervorlage Swiss Dairy Food Aid

2 1. Identifying the institution The NGO visits the potential beneficiary institution to define its needs and clarify the following points: The institutions activities/field of activity target groups Geographic location/situation urban, rural Human resources medical personnel, administration, etc. Financial capacities assumption of project development costs (implementation of food aid), share of transport costs and customs clearance possible Is the use of dairy products in compliance with SDC Guidelines possible with the available structures? Infrastructure treatment rooms, kitchen, etc. Is clean drinking water accessible at all times? Possible cooperation: Can the NGO monitor the project? Is the information flow assured?

3 3 2. Clarification of needs Identify the needs of the potential beneficiary target group and the possible supply of dairy products. Category and number of beneficiaries (children, adults, sick people, etc) Kind of treatment in hospital, outpatient The SDC standards sprovide for the centralized preparation and supply of dairy products, outpatient treatment only as an exception, no distribution. How should dairy products be supplied? In liquid form (baby milk, whole milk); mixed with traditional food (skim milk enriched with vitamins and proteins); therapeutic formulae (whole or skim milk).

4 3. Proposal The project officer at the centre completes the proposal form with all the necessary information. The information truly reflects reality. Name and address of the centre Kind of institution hospital, health centre, school, etc. Only one name per application possible no collective proposals. Average daily number of beneficiaries per month and corresponding target groups Use of dairy products form in which they are supplied Number of supply-days per year (e.g. five days over ten months) Quantity calculation 2 dl = 27.4g /day / person A detailed project description is to be enclosed with the proposal providing answers to the questions listed in the application form. If outpatient treatment is planned, it will also be necessary to mention how the beneficiaries are supervised (rationed, weight checks, house visits, etc.). Signature of responsible person at the centre

5 4. Evaluation of proposal - allocation The NGO checks that the proposal is complete in all aspects of substance and quantity calculations. Missing or incomplete information is provided in consultation with the responsible officer at the centre. The checked and, if necessary, corrected proposal is submitted to the SDC The SDC checks the proposal. An evaluation is carried out and unclear aspects are discussed with the NGO before a contract is concluded. A gift contract is concluded between the SDC and the NGO detailed distribution list per centre delivery timeframe set => info must be forwarded by the NGO to the centres. SDC buys the dairy products order submitted three months before dispatch month

6 5. Organisation of transport To save costs, dairy products should be sent to different NGOs in the same country, in groups if possible The NGO submits at least two transport offers for examination; the NGO mandates the bidder with the best offer. The SDC assumes the full cost of transportation from the producers including freight on the Rhine, and participates up to 50% in the sea freight and any subsequent transportation costs in the case of landlocked countries. The NGO sets the exact date of dispatch together with the producer and the freight company, and after consultation with the person responsible for customs clearance, requests the documents necessary for import from the producer. The person responsible for customs clearance collects the necessary import permits from the local customs office and informs the centres about the planned arrival of the goods.

7 6. Customs clearance The person responsible for customs clearance takes care of the customs formalities and clears the goods. He/she informs the individuals in charge of the centres about the arrival of the dairy products and co-ordinates their forwarding to the centres. The goods are handed over to the individual centres in accordance with the distribution list. The cost of sea freight is covered by the NGO. The centres are responsible for organising the inland transport. The centres cover the costs of inland transport and customs. The individual centres confirm reception of the goods by means of a fully completed reception confirmation form addressed to the SDC. The SDC must be informed of difficulties with customs clearance in good time so that, if necessary, the relevant Swiss representation can be called upon for assistance.

7. Use of dairy products The responsible personnel are familiar with the SDC Guidelines and know the different forms of preparation. The dairy products are used up before their expiry dates.

8 7. Use of dairy products The responsible personnel are familiar with the SDC Guidelines and know the different forms of preparation. The dairy products are used up before their expiry dates. In the case of outpatient treatment, mothers are trained in preparing the dairy products followed up by regular weekly consultations and house visits, etc. The centres supervise the recipients, e.g. regular medical checks. Before empty milk-powder cans are used for other purposes, please remove the labels.

9 8. Monitoring and supervision The NGO is responsible for the flow of information between the SDC, NGO and the centres. Circular notes! The NGOs regularly visit the individual centres to check the number of beneficiaries, the preparation and supply of dairy products, rationing, supervision, etc. access to clean drinking water, hygiene, kitchens, treatment rooms, personnel levels of stocks. Support for the persons in charge of the centres in processing project documents (reports on use, trials, project descriptions) Reports to be submitted to the SDC within set deadlines

Reference documents All the reference documents listed below are available online in five languages: www.deza.admin.

10 Reference documents All the reference documents listed below are available online in five languages: SDC standards governing the use of dairy products Application form Confirmation of receipt Model report on use Memo concerning the Swiss Confederation s participation in the transport costs Model request for bids

Evaluation of the emergency.lu project

Evaluation of the emergency.lu project In 2016, the Directorate of Development Cooperation and humanitarian action of the Ministry of Foreign and European Affairs commissioned an independent evaluation