Expert organic production and ICS implementation

TOR training on organic production and implementation of the ICS for a Mozambican fruit producing company

1. Context :
The company is specifically targeting the EU market for the dried fruits. The company has clients in the EU that buy the organic certified dried mangoes which are committed to buy dried pineapple, dried bananas and dried papayas as well if organic certified. The mangos are classified as ''wild harvest'' for organic certification because they are grown on trees that don't receive any interventions by the farmers besides the harvest. 6000 farmers in the surrounding area of the processing factory in Inhambane supply mangoes.
Recently, the company has developed a partnership with 230 households in the region, which were supported by a GIZ funded program, to produce pineapple. GIZ has equipped each of the households with one acre plant material to grow the pineapples. The same farmers also grow the bananas and papaya for the company. The set-up of these plots has been done according to the organic production principles.
Because these products don't fall under the category ''wild harvest'' the company will have to organize the Option II certification with the internal control system.
The company will have to recruit at least 2 extension staff. The company's team will be trained on the organic standard, and what this exactly implies in the context of Mozambique. They will be trained on how to introduce the concept of organic farming to the farmers (action 3.1). The company will then take care of the costs related to replicating the training with its outgrowers.
Assistance will be provided to set up the internal control system (ICS) and quality management system (QMS) for organic farmers, and to train the staff to perform the internal inspections using a checklist adapted to the context of organic growing in Mozambique (action 3.2).
The final audit will be carried out by an internationally recognized certification body (action 3.3).
FFM will cover all expert fees for the different assignments and the certification audit as well as their regional transport for, whereas the company will cover the accommodation costs of the expert, the local logistical costs to the trainings and missions, the staff costs and hiring and fund the replications among the outgrowers.
These terms of reference concern action 3.2 : set up the internal control system (ICS) and quality management system (QMS) for organic farmers, and to train the staff to perform the internal inspections.

2. Objectives :
The objectives of the assignment are twofold:
- The expert will coach the agronomist on (a) how to explain the standard and the principles of organic group certification to its team members, (b) coach the agronomist and TA's on how to introduce the standard to outgrowers and (c) on how use the checklist for the risk assessment of the procuders
- Assist the company's technical staff in the setup of the ICS and QMS and implement it.

3. Mission content and development
3.1 Coaching of the staff to conduct risk assessments of new producers and explain the standard to the producers
The training aims at strengthening the participants' capacities to explain the organic production requirements in an adapted manner to their outgrowers.
On completion of this training, the participants must be able to:
- introduce the organic production requirements in simple wording to their outgrowers
- clearly articulate the division of roles and responsibilities between the farmer and the exporting company
- are able to disseminate the information and raise awareness to stakeholders and colleagues
Participants should be linked to the outgrowers and are thus quality managers, production managers and especially extension staff (TAs).

3.2 Assist the quality management staff to set up the organic ICS and to extend the quality management system to the organic standard
The expert will coach the company's staff to adapt the existing quality management system to include organic production requirements.
The work will comprise the following specific tasks:
- Set up the organic ICS in coherence with the existing GlobalGAP ICS
- Complete the GlobalGAP QMS with the requirements for the organic QMS such as the risk assessments according to the technical itineraries of the crops (irrigation, phytosanitary protection, fertilization, etc.);
- Formulate practical advice and recommendations on the new provisions to be implemented so that the organic ICS/QMS takes into account all the specificities of avocado production.

In the end, the company will have:
- all the documentation relating to the organic farming standards adapted
- conducted risk assessments for all stages of organic avocado production;
- the extension of its quality management system (GlobalGAP) to the organic standard.
- A road map towards organic certification
A general debrief session will also take place with the management of the company to determine readiness and develop a road map for certification (what, when, who).

4. Timetable and logistics
The company commits itself to make its staff available to participate during the assessment, adaptation of the QMS and coaching sessions. The company will provide all information and documentation that is requested by the consultant to execute his/her mission in the best circumstances. The company will provide accommodation and local transportation for the consultant.
The mission should occur in May 2019.

5. Consultant
The consultant will have a proven track record in training and implementing ICS for organic certification and have experience with the GLOBAL GAP V5.1 standard option 2. He/she should demonstrate this experience through at least five similar assignments. The expert should be familiar with the Mozambican horticultural context. He/she should speak Portuguese. Experience with companies producing fruit and vegetable or organic internal control systems are an asset for the evaluation of the technical and financial offer.

6. Reports
Prior to the start of the mission, the expert will provide COLEACP https://www.coleacp.org/en the training programme (including training methodology for each sequence).

At the end of this work, the expert will provide one final report on the organic ICS and training/coaching sessions. This will include:
- A general overview of the mission development:
o Detail of each activity/day
o Encountered difficulties
o Contacts with the company
o Management commitment
o Some pictures of the field visit
o Others...
- The list of staff trained on QMS/ICS implementation and risk assessment
- Original presence sheets for each training day signed by the participants
- A copy of the developed quality manual and other documentation
- A signed timesheet of the mission
- Country, place, expert (name and ordering letter references) and dates of the training and field mission should be mentioned on the cover (title)
- Evaluation of the implementation of the tools (e.g. on risk assessment) in the company
- Evaluation of the capacity of the team to modify the quality manual when changes in the organization occur
- Personal conclusions and recommendations

→ The following annexes have to be attached to the report (electronic version):
• The quality manual / ICS
• All developed tools and training material
• Relevant pictures of the mission
• List + contact details of people met

The report must be sent by electronic format within 2 weeks following the end of the mission to COLEACP's project managers Laura Wauters (laura.wauters@coleacp.org) and Inès Bastos (ines.bastos@coleacp.org)
→ The following original documents will have to be sent to COLEACP by registered letter:
a) The final invoice and the time sheet(s) with the original accounting pieces for the refundable costs.
b) The original attendance sheets for the trainings
REMINDER: all these elements are essential documents and without some (or all) of them, the corresponding invoice(s) won't be cleared.

7. Follow-up and evaluation
The expert will work in close cooperation with Laura Wauters, of COLEACP's Capacity Building Unit, who is in charge of the organization and the follow-up of this mission.
The person responsible for the coordination of the work is Inès Bastos, Regional Coordinator of Operations for COLEACP's Fit for Market programme.

Location: 
Inhambane, Mozambique