6 ICS Personnel 1 ICS Staff One person

6. ICS Personnel 1 ICS Staff One person is responsible for overall ICS and can delegate the responsibilities so that for each procedure or task of the ICS, one person is in charge. All personnel must be qualified and aware of their responsibilities. Positions/hierarchies of the organization are illustrated in the organizational chart / Personnel may be either: – Employees (staff) – Contractors (e. g. buying, transport) Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 2 ICS Key Positions ICS Coordinator Approval personnel Internal inspector Buying officer Warehouse manager Processing manager possibly under processor Field officer/consultant In principle, one person can take over several positions, but each position should be described in the ICS Operator Manual Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 3 ICS Coordinator (ICS Manager) Manages the ICS, defines ICS procedures Coordinates external inspection Coordinates field staff Coordinates approval personnel ICS Coordinator Contact person for certifier Supervises product flow/handling This important position requires a person who can demonstrate: – – A detailed understanding of the ICS standards, procedures and documents and the requirements of the external certifying agency People management skills and ability to train others in ICS systems and procedures Efficiency in the handling of documents Database skills. Often the ICS coordinator is also the internal approval manager Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 4 Approval Manager or Approval Committee? Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 5 Minimum Qualifications of Approval Personnel He/she must be familiar with the principles of organic agriculture. He/she must be familiar with the internal regulation. He/she is well respected among the farmers and the organisation. He/she must not have conflicts of interests for the farmers he/she is approving. Inspection and approval should be done by separate persons Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 6 The Internal Inspector The internal inspector is a key position in the ICS. The roles and responsibilities require technical and social skills as well as an eye for detail and the ability to keep detailed records in an organized way. Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 7 Lessons to Be Learnt • The internal inspector is the ICS operator’s ‘eyes and ears’. The success of the ICS can depend on how the internal inspector is supported and resourced to do his or her job. • The inspector needs to be able to demonstrate a range of technical and social skills to be effective in the job. • Regular inspector training is a priority and is most effective when it involves both theory and practice. • Office and administrative support systems should provide the inspector with as much support as is practical. Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 8 Qualification Requirements for Internal Inspectors • Fluent in the local language and the idiosyncrasies of the farmers. • Able to read and write; can report in the chosen ICS language • Is familiar with the local agricultural production systems. • Is familiar with the principles and practice of organic agriculture. • Can demonstrate competence in internal control procedures and an understanding of the internal regulations. • Has no conflicts of interest which may influence the integrity of his/her work. This must be documented! Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 9 Internal Inspector Tasks Assist farmers with registration Inspect farms and farmer’s records Complete Inspection Checklist Internal Inspectors Key Tasks Attending annual training Handle Non-compliance issues Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 10 Field Officer / Field Advisor Assist / update farmers’ records Coordinate use/purchase of external inputs Training to improve Product quality Field Officer Key Roles Prepare yield estimates Production issues Monitor external risks Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 11 Other Positions in ICS Depending on the management structure of the ICS and on the project size, there may be a couple of other important positions within the ICS. Some examples: • Chief Training Officer: organises farmers training, supervises field extension service, etc. • ICS Documentation Officer: person in ICS officer in charge of organising the documentation, processing data on the computer (farmers lists), etc. • Chief Internal Inspector Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 12 Conflicts of Interest A conflict of interest is a situation where the inspector/approval manager`s ability to make an impartial judgement could be perceived to be compromised A conflict of interest compromises the overall integrity of the ICS. Potential conflicts of interest need to be declared in order to prevent any actual conflicts of interest. The ICS manager checks the declarations and ensures that nobody inspects/approves farmers where a conflict would arise. Example: an inspector can not inspect his/her close friends or family Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 13 Inspection vs. Field Advice • Field extension service (farm advise) is an important aspect of an organic project and often field extensionists are at the same time internal inspectors. • However, field extensionists tend to be very close to the farmers, often live in the same village and therefore are not “neutral” enough for the actual inspection. • Many ICS operators solve this problem by exchanging field officers (advisors) between project regions for the internal inspection. • However, in certain cases it can also be accepted that one person does both the field extension and the internal inspection, but at least they should be clearly separate events. This is only possible if the advisor is “distant” enough from farmers to ensure an impartial inspection. • Informing the farmers of the standard requirements and the functioning is not considered consultancy. An internal inspection may also include some advice. Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 14 Buying Officer The buying officer should be able to carry out the following tasks: • • Check farmer’s identification. Weigh or count product. Assess that the product has reached the agreed quality standards. Check that the quantity of product presented for sale falls within the farmer’s yield estimate as it is recorded in the farmers list/buying record and deal with problems if they arise. • Keep the related documentation well • Issue receipts etc. • Handle the payments. Training Manual on Setting Up and Harmonising Internal Control Systems

6. ICS Personnel 15 Staff Documentation The roles and responsibilities of each staff member should be clearly defined and documented by the ICS operator. It is common practice for the ICS operator to have on file for each key position: • A job description and details of responsibilities. • Employee’s CV. • Employee’s Employment Contract or details of terms of employment. • Signed Conflict of Interest Declaration Form • For some positions signed confidentiality agreement. • Training Records Training Manual on Setting Up and Harmonising Internal Control Systems