All relevant personnel must be aware of their job descriptions
and have access to a copy of this document.
The job descriptions must reflect current practices,
responsibilities and lines of reporting.
If a staff member is absent,
the job description should clearly define delegations or who will be deputised.
Your approved arrangement must be reviewed by your senior management
and records of this must be kept.
It's extremely important that all relevant personnel attend
these meetings to ensure that management practices you have in place are effective.
If you need to make any changes to your approved arrangement,
the changes must be agreed by the relevant authority.
You must ensure that all management practices are appropriate
and comply with the Export Control Act 2020
and the Export Control Rules,
Milk and Milk Products 2021,
and all importing country requirements
relating to your export operations.
When developing your procedures, you should consider the following
has senior management stated its commitment
to ensure all export legislation and requirements
of the approved arrangement shall be met?
Has this commitment been written and signed by senior management?
Do records show that senior management participate in regular management review meetings?
Are actions taken as a result of any management review meetings documented?
Do you have an agenda which ensures you address
all relevant areas during management review meetings?
Do you review internal or third party audit findings at this review?
Do you review customer complaints?
Do you review other incidents such as near miss events or health and safety incidents?
Do you discuss resource limitations and additional requirements?
Are personnel trained effectively?
Is there evidence of this?
Do you discuss the effectiveness of your approved arrangement?
All records must be retained for at least three years
to meet the requirement of the Export Act.
Your documented management practices should be able to demonstrate your commitment
to ensure your export eligible products remain food safe
and comply to importing country requirements.