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15/11/2013: ADVISORY NO. 4: PROCEDURAL GUIDELINES FOR OFFERS OF INTERNATIONAL ASSISTANCE

In-kind Donations
The following are the most urgent supplies needed by those affected by Typhoon Yolanda:

  • Food (preferably ready-to-eat)
  • Water
  • Water purifiers
  • Water containers
  • Tents and other temporary shelters
  • Blankets and mattresses
  • Hygiene kits
  • Cooking apparatus and utensils
  • Power generators

 

Please be informed that the Department of Social Welfare and Development (DSWD) still prohibits donations of used clothing.
In-kind donations are administered by the DSWD:

Contact person: Mr. Patrick Reyes

Email: pjgreyes@dswd.gov.ph

Procedures for In-kind Donations

Private individuals and organizations, Filipino communities, and other non-government entities are advised to consign their in-kind non-medical shipment to the DSWD, which allows the granting of duty and tax exemption.

Consignee:  Department of Social Welfare and Development

c/o Secretary Corazon “Dinky” Juliano-Soliman

Constitution Hills, Batasan Pambansa Complex

Quezon city 1100

Philippines

 

Those who would like to consign the shipment to other organizations or foundations, the shipment may still be coursed through the DSWD.  However, the intended organization must be specified in the consignment details.

e.g. The Foundation
c/o DSWD, Constitution Hills, Batasan Pambansa Complex, Quezon City 1100
Philippines

 

The use of door-to-door delivery services are also encouraged to ensure that the donations are immediately received, repacked and distributed.

 

Foreign governments and international organizations must submit the following to the DFA:
Official notification of intent to offer assistance:

For foreign governments and intergovernmental organizations:

Note Verbale from the donor’s Embassy or permanent representation

For non-government entities:

Letter of offer or intent addressed to Secretary Corazon Juliano-Soliman,

DSWD

  • List of items and/or equipment
  • Shipping documents

For Donor’s own air/seacraft:

  • Packing list or inventory of donations
  • List of personnel (crew member names, passport details and contact numbers)

 

Important Note:

  • If the donor will arrive using their own air/seacraft, they must secure landing clearances prior to departure
  • Large planes transporting relief goods are advised to land and deliver at Mactan Airport, Cebu, where the One Stop Shop will assist them in processing their documents.  Donors may opt to turn over relief goods to the DSWD personnel stationed at the One Stop Shop in Cebu for repacking and distribution.
  • Smaller planes with pre-packaged goods less than 5kg may opt to land in Tacloban.

 

For commercial air/seacraft:

  • Airway Bill (if by air)
  • Bill of lading (if by sea)
  • Packing List

 

Important Note:

  • Shipments directly consigned to embassies and international organizations intended for relief assistance may be granted duty and tax exemption upon favorable endorsement of the DFA.
  • To expedite the release of cargo, Embassies may opt to secure DFA’s endorsement prior to cargo arrival by bringing a Certificate of Release along with the shipping documents to any of the following locations:

One Stop Shop (OSS) -  NAIA or Cebu Mactan Airport; or

DFA Office of Protocol (office hours only)

 

Donations of Medicines, Medical Equipment, Forensic Equipment, Body Bags

 

All medical items and equipment require clearance from the DOH prior to entering the country.

DOH Contact Person: Ms. Mylene Beltran

Email: mbeltran.bihc@gmail.com

 

Important Reminders:

  • Medicines and equipment should have English labels, or at least English translations attached to the items.
  • Expiration dates of the medicines should be indicated (should generally be no less than six months).

Documentary Requirements:

  • Document describing the offer of assistance:

For foreign governments and intergovernmental organizations:

  • Note Verbale from the donor’s Embassy or permanent representation

For non-government entities:

  • Letter of offer or intent addressed to Secretary Enrique T. Ona of the Department of Health

 

  • List of items with descriptions
  • Shipping documents

For Donor’s with their own air/seacraft:

  • Packing list or inventory of donations
  • List of personnel (crew member names, passport details and contact numbers)

 

Important Note: Donors arriving with their own air/seacraft must secure their landing clearances prior to departure

 

For Donor’s using a commercial air/seacraft:

  • Airway bill (if by air)
  • Bill of lading (if by sea)
  • Packing List

 

Consignment:

  • Shipments directly consigned to embassies and international organizations intended for relief assistance may be granted duty and tax exemption upon favorable recommendation of DFA.  The DFA will forward all information received to the NDRRMC together with all the necessary endorsement for acceptance and for the granting of duty and tax exemptions.
  • Donor individuals and private groups, and other non-government entities are encouraged to consigned their donations to the DOH, which will handle repacking and distribution of goods.  Consignment to the DOH allows for duty and tax exemptions.

 

Consignee:      Department of Health

c/o Secretary Enrique T. Ona

San Lazaro Compound, Sta. Cruz, Manila

Philippines

 

  • Donors may also consign their shipment to other organizations or foundations but still coursed through the DOH.  The intended organization must be specified in the consignment details.

 

e.g. The Foundation

c/o DOH, San Lazaro Compound, Sta. Cruz, Manila

 

Process Flow

  • Foreign governments shall submit their documents through their respective Embassies.  The documents will be consolidated by the DFA’s Geographic office.  The Geographic office will then forward the landing clearance requests to OIS, and the documents for DOH medical clearances to the DFA-YAC.
  • Intergovernmental organizations may request for assistance through the DFA, but may also submit their documents directly to the DOH and DSWD.  NGOs accredited with intergovernmental organizations such as the UN may also course their requests through UN’s existing interface with government agencies.
  • Non-government entities including foundations, Filipino communities, and concerned individuals must submit their documents directly to the concerned government agencies.

 

Offers to Deploy Human Resource Assistance

Medical Missions

  • Due to the numerous Medical Missions that have already been received, the international community is respectfully requested to refrain from sending Medical Missions.  However, in the event that the hold order has been lifted, the following are the procedures for requesting clearance for medical missions:

 

  • Noter Verbale to the DFA from the donor government’s embassy containing the following:
  1. i.        List of names, qualifications/functions, passport numbers, contact numbers and the services to be dispensed by the mission
  2. ii.        List of equipment and relief goods, if applicable
  3. iii.        If arriving in a commercial flight, flight details including ETA
  4. iv.        If arriving in their own air/seacraft, the contingent must obtain the proper landing clearances prior to disembarking

 

  • The DFA Geographic Office will forward the documents to DFA-YAC.  DFA-YAC will then forward the information to the DOH for processing of clearances
  • The DOH may issue deployment assignment to international medical missions depending on the needs on the ground.
  • Donor government or agency is advised to wait for the appropriate clearances prior to deployment of aircraft.

Emergency Response Teams, Search and Rescue, and Other Personnel Assisting in Humanitarian Activities

 

  • The following documents are requested:
    • Note Verbale to the DFA from the donor government’s embassy containing the following:
  1. i.        List of names, qualifications/functions, passport numbers, contact numbers, and the services to be dispensed by the mission
  2. ii.        List of equipment and relief goods, if applicable
  3. iii.        If arriving in a commercial flight, flight details including ETA
  4. iv.        If arriving in their own air/seacraft, the contingent must obtain the proper landing clearances prior to disembarking

 

  • The DFA Geographic Office will forward the documents to DFA-YAC.  DFA-YAC will then forward the information to the Office of Civil Defense, which serves as the NDRRMC Secretariat.

 

  • Foreign assistance teams are requested to proceed to the One Stop Shop located in the Bureau of Customs within NAIA and Cebu Mactan Airport for guidance and assistance, especially when arriving with cargo requiring clearances.
  • Teams in Cebu who intend to work in Leyte may coordinate with Admiral Edmund Tan.PCG (Ret.):

Contact Person: Admiral Edmund Tan.PCG (Ret.)

Tel. No.: +63917-801-8089

 

Obtaining Landing Clearance for Missions that will Bring Their Own Aircraft

 

Note Verbale from the donor government’s embassy shall be issued with the following:
  1. i.        Aircraft type, call sign, ETA/ETD
  2. ii.        Mission personnel, designations, passport details, contact numbers
  3. iii.        List of cargo contents (relief goods, medical equipment, etc.)

The DFA Geographic Office will forward the consolidated information to the OIS (cc: DFA-YAK).  OIS coordinate with DND to release landing clearances.

If the aircraft will bring medical personnel or medicines, the contingent must await clearance from DOH in order to facilitate the release of their cargo
Donor government or agency is advised to wait for landing clearances prior to the departure of the aircraft.
Large planes may land at either NAIA or Mactan Airport in Cebu.  The airport in Tacloban can not receive large aircrafts such as the C-130 and the IL-76.

 

Cash and Check Donations
Cash and check donations from foreign governments intended for the Philippine Government will be wired to the DSWD USD bank accounts.  DSWD’s bank account details will be given by Foreign Service Posts upon request.
Checks should be issued payable to DSWD.