Procedure for authorising the release of grain from the reserve to meet a food emergency
Procedure for the receipt of grain into the EFSR
Procedure for the issue of grain from the EFSR
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Responsibility: |
The Food Security Committee |
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Prerequisite: |
The Declaration of a Food Emergency |
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Purpose: |
To authorise the release of a specified quantity of grain held in the EFSR to specified agencies/organisations for specified emergency relief activities in specified areas of the country. |
Procedure:
- following the decision to declare a Food Emergency, the FSC will decide on the need to authorise the release of grain from the EFSR to meet the initial needs of the emergency. In reaching its decision the FSC will satisfy itself that the conditions for the release of grains conform to the purpose and role of the reserve. It will also take into account any actions which the government and international community may already have taken, or are about to take, and the recommendations of the FSU report with respect to the quantities of grain to be released, the type of relief activities to be undertaken in each affected area and the agencies/organisations which should be involved. Particular attention is be given to any references made in the FSU report to the likelihood of the government receiving donor support for the replenishment of EFSR stocks proposed to be used for the emergency relief operations.- following a decision by the FSC to authorise the release of grain from the EFSR, the Chairman, FSC, will advise the General Manager, FSU, in writing, of the quantity of grain to be released and the agencies/organisations to whom the releases are to be made.
- the General Manager, FSU, will advise each of the agencies/organisations concerned, in writing, of the quantities of grain to be made available to them, the areas in which it is to be used and the nature of the emergency relief operations to be undertaken.
- the General Manager, FSU, will contact each agency/organisation concerned to make the preliminary arrangements for the release of the grain. (Section 3.5 Issue of Grain from the Reserve)
- the General Manager, FSU, will instruct the Operations Manager to make the detailed arrangements for the release of the grain to the concerned agencies/organisations.
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Responsibility: |
The Food Security Unit. |
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Prerequisite: None. |
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Purpose: |
To receive grain into the reserve. |
Procedure:
- the supplier of grain to the EFSR contacts the General Manager, FSU, to make preliminary arrangements for the receipt of grain into the EFSR.- the General Manager, FSU, instructs the Operations Manager to make the necessary arrangements for the receipt of the grain.
- the Operations Manager completes a Receipt Authorisation Form which instructs the warehouse staff to receive into stock a specified quantity of grain from a specified supplier. In the case of stock rotation operations which involve the exchange of ownership of particular stacks, rather than the physical movement of the grain from a warehouse, the Receipt Authorisation Form will signify those stacks presently belonging to the supplier which are to be exchanged.
- only after the receipt of a Receipt Authorisation Form from the Operations Manager are the warehouse staff authorised to receive grain into the EFSR.
-the warehouse staff are responsible for ensuring that the quality of the grain to be received meets the quality specified in the Receipt Authorisation Form. If the grain tendered falls below that specified, the warehouse staff must contact the Technical Manager in headquarters for a decision prior to the commencement of unloading.
- unless otherwise stated on the Receipt Authorisation Form, the warehouse staff will be responsible for making the necessary arrangements for weighment and the labour/equipment required for handling the grain to be received. (Depending on the nature of the transaction, the costs incurred in the receipt, or transfer of ownership, of grain into the reserve may be the responsibility of the FSU, or of the recipient, e.g. loan arrangements. Responsibility for these costs is included on the Receipt Authorisation Form.)
- the warehouse staff and the supplier are individually responsible for recording the quantities of grain received using the weighment method specified on the Receipt Authorisation Form.
on completion of a particular receipt the warehouse staff will prepare an Receipt Voucher, stating the quantity and type of grain received, the name of the supplying agency/organisation. The Receipt Voucher is to be signed by the warehouseman concerned and the agent of the supplier. One copy of the voucher is given to the supplier, one copy dispatched to the Operation Manager, with the regular stock report, and one copy retained by the warehouseman.
- the total quantity to be received may be delivered in one or several part deliveries. It is the responsibility of the warehouse staff to maintain a running record of the quantities received to date and the remaining quantities to be delivered against the Receipt Authorisation Form. Each part delivery will be covered by an Receipt Voucher.
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Responsibility: |
The Operations Department, FSU |
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Prerequisite: |
Receipt of Issue Authorisation Form from the Operation Manager giving instructions for the release of grain. |
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Purpose: |
The issue of grain from the EFSR for emergency relief, loan agreements and for rotation or swap arrangements. |
Procedure:
- on receipt of instructions from the General Manager, FSU, for the release of grain from the EFSR, the Operations Manager will determine from the Monthly Stock Reports received from each storage location which stocks of grain are to be issued or rotated. This decision will be based on the principles for issuing grain contained in the Manual on Warehouse Management and Storage of Food grains in Ethiopia.- the Operations Manager will complete an Issue Authorisation Form which authorises the warehouse manager to release a specified quantity of grain from specified stacks to a named agency/organisation. In the case of stock rotation operations which involve the exchange of ownership of particular stacks, rather than the physical movement of the grain from a warehouse, the Issue Authorisation Form will signify those stacks presently belonging to the EFSR which are to be exchanged.
- only after the receipt of an Issue Authorisation Form from the Operations Manager is a warehouse manager authorised to issue EFSR grain under his control, and then only up to the quantity specified to the named agency/organisation.
- prior to the issue of the grain samples will be drawn by the FSU staff and the recipient for use in the event of a future dispute over quality. The recipient is responsible for satisfying himself that the quality of the grain issued meets that specified in its agreement with the FSU.
- unless otherwise stated on the Issue Authorisation Form, the FSU staff will be responsible for making the necessary arrangements for weighment and the labour/equipment required for handling the grain to be issued. (Depending on the nature of the transaction, the costs incurred in the issue, or transfer of ownership, of grain from the reserve may be the responsibility of the FSU, e.g. emergency relief issues, or of the recipient, e.g. loan arrangements. Responsibility for these costs is included on the Issue Authorisation Form.)
- the warehouse staff and the recipient are individually responsible for recording the quantities of grain issued.
- on completion of a particular issue the warehouse staff will prepare an Issue Voucher, stating the quantity and type of grain issued and the name of the receiving agency/organisation. The Issue Voucher is to be signed by the warehouseman concerned and the agent of the recipient. One copy of the voucher is given to the recipient, one copy dispatched to the Operation Manager, with the regular stock report, and one copy retained by the warehouseman.
- the total quantity to be issued may be taken in one or several part deliveries. It is the responsibility of the warehouse staff to maintain a running record of the quantities issued to date and the remaining quantities which can be issued against the Issue Authorisation Form. Each part delivery will be covered by an Issue Voucher.
