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Operations Department: The Operations Department consists of the Certification and the Sales&Marketing Unit. The Certification Unit delivers FLO-CERT main business service, Fairtrade Certification, as well as some other services provided by FLO-CERT. In the Sales&Marketing Unit new products are developed and FLO-CERT’s services get promoted. The Certification Unit is organised by regions as shown in the chart below: Americas Europe Africa Asia & Pacific South America Europe / International North West Africa Asia I (Office in India) Costa Rica/ Colombia (Office in San José) South/East Africa (Office in Cape Town) Asia II Technical Services Department: The Technical Services (TS) Department provides services mainly to the Certification Unit. The Department operates FLO-CERT’s IT structure and is responsible for the management and maintenance of the certification software Ecert. Furthermore it delivers data and information products by integrating and analysing FLO-CERT’s technical systems. The Quality Manager is line managed as single staff position by the Director of the Technical Services Department. Finances & Central Services Department: The Finances & Central Services (CS) Department provides the legal and organisational framework in which FLO-CERT operates. 2.4.4 Roles and Responsibilities Besides the different hierarchy levels, certification functions have been defined to ensure that only suitably qualified personnel can perform the respective certification functions defined in relevant certification procedures. More details can be found in the latest version of the CERT RolesResponsibilitiesMatrix ED and TS RolesResponsibilitiesMatrix ED. 2.4.5 Subcontracting Although we have both legal and financial in-house expertise, additional professional services are directly contracted by FLO-CERT whenever necessary. FLO-CERT currently does not subcontract any audits to other certification or audit bodies. Version 54 / 12.09.2012 Quality Manual 14
2.5 How does FLO-CERT’s Governance Structure look like? 2.5.1 The Senior Management Team The Management is represented by the Chief Executive Officer (CEO) who is supported in his functions by the Directors of Operations, Technical Services, Finances & Central Services and two Associate Directors. Together they form our Senior Management Team, meeting regularly to discuss strategic and operational challenges and find solutions to problems. The functions of the members of our Senior Management Team are described in detailed job specifications and procedures. 2.5.2 The Supervisory Board The Supervisory Board is one of our Controlling Bodies and consists of different experts in various fields. During several annual meetings, the Supervisory Board reviews the performance of the company. The scope and mandate of the Supervisory Board is described in the EXE SupervisoryBoard ED. 2.5.3 The Finance Committee The Finance Committee assists and offers advice to the Supervisory Board on all financial matters within FLO-CERT which are delegated by the Board to the Finance Committee. For a more detailed description see EXE FinanceCommitteeToR ED. 2.5.4 The Appeals Committee All of our clients have a right to appeal against certification decisions. The Appeals Committee therefore also performs a controlling function by in-depth analysis of each case appealed against. In reaching its decision, the Appeals Committee must re-evaluate the offending certification decision, analyse the applicant’s submissions as well as all other information that might be relevant to the case at hand. Further details can be found in the QM Appeal&Review SOP. All of its proceedings are documented by the Quality Management Representative. 2.5.5 The Review Committee This Committee has a rotating membership of four Regional Managers and is dealing with the requests for review of evaluation decisions submitted by our operators. The committee makes decisions according to the procedure outlined in the QM Appeals&Review SOP and all of its proceedings are documented by the Quality Management Representative. Version 54 / 12.09.2012 Quality Manual 15
Page 1 and 2: Quality Manual Version 54 / 12.09.2
Page 3 and 4: 1 Welcome to Fairtrade Certificatio
Page 5 and 6: 1.2 How are FLO-CERT’s keywords d
Page 7 and 8: 1.3.2 Setups The following setups p
Page 9 and 10: 2 Who are we? With over 2000 client
Page 11 and 12: 2.3.3 Producer Networks Producer ne
Page 13: 2.4.3 Organizational Structure Vers
Page 17 and 18: 3 What we do and how we do it? 3.1
Page 19 and 20: 3.2.2 Six year certification cycle
Page 21 and 22: 3.3.2 Document Structure and Purpos
Page 23 and 24: • In case of an allegation an ope
Page 25: Quality Policy The Quality Policy o

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