Swiss Dairy Food Aid

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Swiss Dairy Food Aid
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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?

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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).

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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

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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 gt info must be forwarded
  by the NGO to the centres.
• SDC buys the dairy products order submitted
  three months before dispatch month

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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.

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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.

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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.

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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

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Reference documents

• All the reference documents listed below are
  available online in five languages
• www.deza.admin.ch/swiss_dairy_food_aid
• SDC standards governing the use of dairy products
• Application form
• Confirmation of receipt
• Model report on use
• Memo concerning the Swiss Confederations
  participation in the transport costs
• Model request for bids