Measure

Exporters must notify the Compliance Services Sub-division in writing, at least 10 working days before shipment, providing details such as the exporter's name, transport mode, shipment date, and product information. All products intended for export must be inspected, and if labeled as organic, must have certification proof. The required documents, including consignment notes and certificates, must be presented at the time of inspection; failure to comply may result in export delays or rejection.

4.3.1 The registered exporter shall inform the Compliance Services Sub-division of the export consignment, in writing, at least ten (10) working days prior to the shipment taking place, on application and in the prescribed form and includes i.e.:

(a) Name of registered exporter

(b) Mode of transport and identity thereof, where applicable

(c) Date of intended shipment

(d) Place of intended shipment

(e) Current location of product for inspection, if not same as (d)

(f) Product(s) to be shipped

(g) Quantities planned for shipment

(h) Country of destination

4.3.2 All controlled products, intended for export, shall be inspected by the Compliance Inspector prior to shipment, in accordance with the “Risk Based Inspection Model for controlled products, intended for export”, which is available from the Board on request.

4.3.3 Any product which is labelled with a claim that it has been produced under organic conditions shall provide proof of certification based on the Guidelines for the Production, Processing, Labelling and Marketing of Organically Produced Foods which were adopted by the Codex Alimentarius Commission, or equivalent certification in the country of final destination.

4.3.4 Notwithstanding the requirements of the inspection model referred to in 4.3.2, the exporter shall present the following documents to the inspector at the time of inspection:

(a) A consignment note, detailing the quantities, groups and or sizes of the controlled products within the consignment intended for export, including the address of the consignee

(b) A certified copy of a valid GLOBALG.A.P. certificate for the production premises where the product(s) was produced.

(c) A certified copy of a valid FSMS certificate for the premises where the product(s) was manufactured, or handled for reasons including packaging and/or storage.

(d) A supplier invoice(s), containing the following information:

(i) Name and address of supplier,

(ii) Invoice date,

(iii) Name(s) of each product,

(iv) Quantity(ies) of each product,

(v) Mass – in kilogrammes – of the products, and

(vi) Monetary value – in NAD - of the products

4.3.4 Failure to provide the Compliance Inspector with the information required as in 4.3.1 and 4.3.3 will result in refusal to provide inspection and the exporter shall have no claim against the Board resulting from any delays caused by their non-compliance.

4.3.5 After inspection, the Compliance Inspector will determine whether the consignment meets all requirements for export and confirm in writing, which will authorise the approved products to be exported.

4.3.6 If the consignment, or part of the consignment, is rejected, the inspector will issue a rejection receipt, detailing the reasons for rejection. Rejected products will not be allowed to be exported.

4.3.7 The carrying unit, whether a road trailer, rail truck or shipping container, shall be presented by the carrier, at the point of export, in a hygienically clean condition and free of taint.

4.3.8 Where export products are exported on pallets, these pallets shall be free of any hazard, which could contaminate the product stacked thereon and wooden pallets shall be free of bark.

4.3.9 If the export products are supported for transport, or protected from external contamination, these materials used shall not pose a hazard to the products being protected or supported.

4.3.10 Producers, packhouses and exporters of controlled products shall ensure that the products traceability at all stages of production, processing, handling and distribution and be able to withdraw controlled products where a risk to the health of consumers has been identified.

4.3.11 Where a risk to consumer health has been identified, the exporter shall advise the General Manager: Regulations immediately after this risk has been identified on regulatory@nab.com.na.

4.3.12 At the port of exit the Border Control Inspector shall verify the documentation of all consignments of controlled products to ensure that these regulations and other permit conditions are complied with.

4.3.13 Border inspection results:

(a) If the consignment is cleared, a border receipt shall be issued to the exporter by the Border Control Inspector as proof of compliance with the permit and these regulations. The consignment will then be authorised for export.

(b) A copy of the border receipt will be provided to NamRA at the port of exit to allow them to clear the consignment.

4.3.14 The carrying unit of an approved consignment shall be sealed before departure, either at the entity’s premises or at the port of exit.

4.3.15 Legible copies of all documentation used in the inspection process and at the port of exit will be collated by the Compliance Inspector and Border Control Inspector and used for input into the AMID system and the M.I.S., where applicable and then filed appropriately for a period of three years.

4.3.16 All documentation relevant to the exportation of a controlled product shall be maintained by the exporter for three years and any information required by the Board shall be submitted without delay.