11stst DRAFT DRAFT

FOOD DISTRIBUTION GUIDELINES

OHA, December 4th, 2002Table of Contents

Acronyms

Introduction

Module 1 - Background on Food Distribution pg. 101.What are the guiding principles on Food Distribution?

1.1. What is the Principle of safe and unhindered access to people? 1.2. What are WFP Guiding Principles on Food Distribution?2. What are the steps towards implementing a principled approach?

2.1 Analyse the situation2.2 Develop agreement with the local parties2.3 Identify the most appropriate food distribution system2.4 Identify the risk of abuse at each stage of the distribution process

3. What are the strategies to minimize problems to a principled distribution?

Module 2 – Registration pg. 16 1. What is registration and why registering?2. Planning the registration

2.1 How to estimate population numbers? 2.2 Choosing the registration system

2.2.1 The on-going registration2.2.2 On-off registration

2.3 Staffing issues 2.4 Involving beneficiaries 2.5 Time and venue 2.6 Preparing logistics and equipment3. Implementing a registration

3.1 Conducting the initial registration3.2 Registering

3.2.1 Overall considerations3.2.2 Collecting the information for the beneficiary list

3.3 Special registration concerns3.3.1 Nomadic populations

3.3.2 Registration conducted by governments and/or local authorities 3.3.3 Registration conducted by local leaders

3.4 Entering data3.5 Issuing ration cards3.6 Verifying population numbers

4. Who is usually involved in a registration?

Module 3 – Targeted food distributions pg. 261. Why targeted distributions?2. What are the different types of targeted programmes?

2.1 Food for work2.1.1 Which is the food distribution modalities used in FFW projects?2.1.2 What is the distribution system which FFW uses?2.1.3 What are the distribution processes for FFW?2.1.4 General considerations

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2.2. School Feeding2.3 Vulnerable group feeding and/or Supplementary feeding2.4 Therapeutic feeding and caretaker support2.5 Childcare, education, health and other social services

Module 4 - Food Distribution Systems and modalities pg. 321. What are the four Food Distribution systems?

1.1.Distribution direct to households or individuals1.2 Distribution through a group of households1.3 Distribution through traditional Leaders1.4 Distribution through news leadership or the Community based targeted

distribution 2. What are the advantages and disadvantages of the four distribution systems? 3. What are the three distribution modalities?

3.1 Distribution through a government3.2 Distribution through local or international NGO3.3 WFP direct distribution

Module 5 - How to set up a Food Distribution? pg. 41 1. What are the factors to weight in when determining the number of distribution

sites to establish?2. What are the factors to assess when selecting a distribution site?

2.1 General Considerations2.2 Gender Considerations2.3 Access for beneficiaries2.4 Logistical considerations

3. What are the factors to consider when laying out a distribution site?3.1 At the onset of an emergency3.2 When the emergency has stabilized

4. What factors need to be taken into account when deciding on the food distribution frequency intervals?5. What are the different modalities to measure food rations during a distribution and what is the equipment required?

5.1 What is distribution by volume?5.1.1 Special considerations5.1.2 How to use the scoops?5.1.3 What can be the negative results of under and over scooping?5.1.4 How a beneficiary may complain if s/he feels that there has been unfair scooping?

5.2 What is distribution by weight?5.2.1 How to use the weighing scales?5.2.2 What to do when the commodities bags do not weigh their full weight?

5.3 What are the advantages and disadvantages of scooping and weighing?

Module 6 - How to involve beneficiaries in a Food Distribution? pg. 511. Why beneficiary participation is important?2. How to involve beneficiaries in the planning and actual distribution?3. How can you increase women’s participation in a food distribution?4. How to keep beneficiaries well informed?

4.1 Prior a distribution4.2 During a distribution

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Module 7 – Staffing issues for a food distribution pg. 571. General staffing issues2. What are the types of tasks required to register a caseload?

2.1 What should the registration team compose of? 2.2 Where to find the staff needed to make up the registration team?

2.3 Factors to consider when you make up your registration team3. What is the job descriptions required to implement a distribution?

3.1The list of Generic Job Profile3.2 Additional daily tasks that may be required in view of a food distribution

4. What are the tasks required for a Community Based Targeted Distribution?5. What about staff payments and incentives?

Module 8 - How to ensure a secure food distribution? pg. 631. Who has the responsibility of security during a food distribution?

.1.1.The government .1.2. WFP2. What are the crowd control and safety measures you can take to ensure a secure

food distribution?3. What is the preparation plans for staff in case of insecurity?

Module 9 - How to implement a distribution? pg. 671. Activities to remember prior a distribution

.1.1. Prior distribution – The check list

.1.2. What to do if the commodities requested do not arrive on time?2. What are the supporting distribution documents?

2.1 Log book 2.2 Tally sheet2.3 Muster roll2.4 Receipt sheet

3. What are the basic distribution implementation steps?4. What are the specific distribution systems?

.4.1 Distribution direct to Individual - dry rations using the ration shop system

.4.2 Distribution of individual cooked meals - using a feeding center

.4.3 Distribution through local leaders - without an agency presence

.4.4 Community based targeted distribution.5. What needs to be done when distribution is over?

Module 10 - How to Monitor a Food Distribution? pg. 731. What are the different types and levels of monitoring?

1.1. What is monitoring 1.2. What are the minimum information requirements?

2. How to prepare and conduct a food distribution monitoring?2.1.Who should conduct the monitoring?2.2. What are the steps involve in monitoring a food distribution?

Module 11 What are the working agreements between WFP pg. 79 and its partners? 1. Who are the actors and who should be in charge of a distribution?2. Relations with governments, military and non-state actors3. Relations with United Nations Agencies

3.1. Relation with UNHCR 3.2. Relation with UNICEF

4. Relations with Implementing Partners4.1 What is the content of the latest NGO/WFP Agreement?4.2 What are the selection criteria for an NGO?

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5. Relations with ICRC

Module 12 – Commodity Management pg. 841. What is the commodity management process from hand-over point to the distribution site?

1.1. Food is offloaded, recorded, accounted for and stacked1.2. Food is sent off to be distributed

1.2.1 Food distribution needs1.2.2 Food release note1.2.3 Distribution plan1.2.4 Storage release note

2. How to pre-position food commodities 2.1 How to pre-position food commodities

2.2 What are the distribution and post distribution activities in regard to commodity management?

.3. Distribution reporting 3.1.Reporting on food distribution 3.2. COMPAS – a tool to track commodities4. What is WFP policy on the use and sale of containers left over from a distribution?

13. Annexes pg. 9013.1 Standards of accountability13.2 Distribution Framework13.3 Registration site layout13.4 Registration token (or fixing token)13.5 Registration list (or beneficiaries list) – landscape format so it stands alone.13.6 Ration card format13.7 WFP experiences in registration processes13.8 Community Based Targeted Distribution System schema13.9 Distribution site layout13.10 Gender table – How to increase women’s participation13.11 Information poster13.12 Additional specific daily tasks for WFP staff 13.13 Security phases13.14 Log book13.15 Tally Sheet13.16 On-site monitoring format13.17 Food basket monitoring13.18 End use monitoring13.19 Market survey13.20 Field monitor report13.21 Monthly consolidated monitoring report13.22 How to sample13.23 Commodity Management forms

14. Bibliography

15. List of people interviewed, NGOs, and other partners such as UNHCR etc.

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ACRONYMS

CBTD Community Based Targeted DistributionCO Country OfficeEB Executive BoardEMOP Emergency OperationsENA Emergency Needs AssessmentFBM Food basket monitoringFDC Food Distribution CommitteesFFW Food for workGJP Generic Job ProfileHH HouseholdHHH Head of householdHR Human resourcesICRC International Committee of the Red CrossIDP(s) Internally displaced person(s)IP Implementing partnersJFAM Joint (WFP-UNHCR) food assessment missionNFI Non food itemsNGO Non governmental organisationMCH Mother and child healthMOU memorandum of understandingOHA Office of the Humanitarian Advisor at WFPUNHCR High Commissioner for RefugeesUNICEF United Nations Children’s FundPDM Project design manual (it will be signalled in italic throughout the document)PDM` Post distribution monitoringPRRO Protracted and Recovery Relief OperationsSFP Supplementary feeding programmes TFP Therapeutic feeding programmesVDC Village Distribution CommitteesWFP World Food ProgrammeWFPGO World Food Programme Internal Web site

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Introduction

1. Why Food Distribution Guidelines?

In recent years, direct distributions by WFP have been increasing. This fact may be due sometimes to lack of reliable, willing partners, or simply because no one else can access a certain area, sometimes also, in an effort to increase efficiency and/or control of the process. WFP’s involvement in directly management of general relief distributions in southern Sudan, Somalia, Angola, Sierra Leone and many other countries reflects this trend.

This evolution led to the formulation of a number of management recommendations emphasizing the need for WFP to review its experience, approaches and practical methodologies for distribution.

In addition, most current distribution guidelines that are readily available to WFP staff are based on methods developed for refugee (camp) populations and may not be adapted for other contexts, notably dispersed rural populations, urban populations and situations of conflict. In the light of this, OHA has been asked to draw up WFP Guidelines on General as well as targeted food distribution interventions.

These Guidelines will become part of the standardized WFP approach in terms of food distribution once this draft has been revised and approved by WFP Management. It is WFP’s wish that partners (governments, NGOs etc.) use and refer to it when implementing a distribution.

WFP’s Food Distribution Guidelines are also seen as a capacity-builder for the organization’s partners as well as a medium to initiate discussion on several points which have been raised in this document (see attached document on Points of Contentions). The goal being to implement fair, accountable and well co-ordinated food distributions.

2. From general distributions to targeted distributions

Throughout the years, WFP has been involved in diverse types of food distribution interventions. In emergency situations, general food distribution is usually carried out only when a whole population or a large part of it is cut off from its normal sources of food.

General food distributions in emergencies may be supplemented, if need be, by nutritionally targeted interventions such as the Supplementary and Therapeutic Feeding Programmes. Their aim is to provide nutritional support for moderately malnourished and to save lives respectively. School Feeding programmes are also being implemented during emergencies.

Food for Work (FFW) is often the “next logical step” which allows WFP to gradually phase out general food distributions. FFW projects will provide an opportunity for the affected populations, to get “paid for work”. Food for recovery (usually implemented after a disaster) also provides a daily remuneration for a specific task.

In the continuum from emergency to development, once the situation has reached a stable situation, WFP promotes growth and improve nutrition through targeted distribution interventions such as the School Feeding; the vulnerable group feeding through MCH clinics and other social service institutions.

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3. What are the goals these Guidelines try to achieve?

3.1 The Guidelines Scope are to:

Provide practical guidance for WFP field staff that plan, set up, run a food distribution operation.

Complement the already existing Guidelines on overall Emergency and Development Guidelines found in the Programme Design Manual (PDM), the Emergency Field Operations Pocketbook, the Emergency Tool Kit currently under preparation, the Food and Nutrition Handbook and the Project Design Manual found in the WFP web under WFPGo.

Take account of the WFP Monitoring and Evaluation Guidelines, the UNHCR/WFP Guidelines for selective feeding programmes in emergency situations, and the UNHCR Registration and Commodity Distribution Guidelines.

3.2 The Guidelines focus on:

Being applicable to all projects.

The actions to take once decisions on who needs assistance and what will be distributed have

been taken.

Providing guidance on registration for non-refugee operations.

3.3The Guidelines do not cover:

Matters related to needs assessment and targeting mechanisms

The issue of phasing down/ out general food distribution (i.e. when the distributions should be initiated or closed down).

Issues related to the planning of food rations.

The management of the logistics chain up to the distribution site. Refer to the Transport Manual and the Warehouse Management Handbook (see WFPgo).

4. Guidelines are divided as follow

These Guidelines do not provide “ready-made recipes” as such, especially since ready-distribution interventions “mix” does not exist.

Each situation will call and require different intervention and needs. It will present new challenges to every of the Country Offices staff members, partners, beneficiaries involved.

Module 1 Gives an overview of the humanitarian and WFP guiding principles on Food Distribution and how WFP can apply these in distribution.

Module 2 Covers the Registration process. Caseload numbers have a particular importance to WFP’s distribution.

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Module 3 Addresses the specifics of the targeted programmes in which WFP is alsoinvolved, namely the Supplementary and Therapeutic feeding programmes, School Feeding and Food for Work.

Module 4 Indicates the main Food Distribution Systems for both general and targeteddistributions (distribute to individuals or to groups) and the modalities

(through an NGO, the government or directly conducted by WFP. In addition advantages and disadvantages are presented for every system.

Module 5 Provides the technical background in setting up of a food distribution (e.g.from choosing a distribution lay out to setting up frequency intervals for fooddistribution), once the distribution system identified has been agreed upon.

Module 6 Indicates “how to” involve beneficiaries in a Food Distribution and how instrumental is women’s participation in designing a food distribution and mainstreams it to the new “WFP Enhanced Commitments for Women (2003-2007)”.

Module 7 Introduces some staffing requirements issues.

Module 8 Gives practical tips on ensuring a secure food distribution.

Module 9 Shows the “how to” implement the food distribution (it relates to Module 4).

Module 10 Suggest some monitoring practices (from commodities to the post-distribution) and monitoring forms and reporting formats.

Module 11 Demonstrates the relationship links between the diverse actors in a fooddistribution.

Module 12 Presents the commodity management from the hand-over-point.

Throughout the document, figures, tables, flow charts, and matrixes are provided to the reader to facilitate the overall comprehension. They are found in Annex 13.

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Module 1.Guiding Principles

Objective

To describe the Guiding Principles on Food Distribution.

Introduction

This module describes WFP principles in food distribution. It also provides a checklist designed to help staff assess crucial issues prior to start planning a distribution

Why is this module important?

Prior to choose, plan and implement a registration and a food distribution, it is important to clarify what are the guiding principles upon which WFP should abide in the field although in some cases, circumstances may over-ride principles1. This module introduces a number of ethical points to take into consideration when one must implement a food distribution. It also gives an overview of the main problems / constraints (caused both by internal and external factors) encountered and how they can be minimized.

What does this module aim to achieve?

To describe the international humanitarian law and the WFP guiding principles respectively To provide a check list of factors to assess prior to choose a distribution system.To describe the main constraints encountered in a food distribution and how to minimize them.

1. What are the Guiding Principles on Food Distribution?

The Humanitarian community at large provides assistance on the basis of assessed needs and defines the three basic principles as follows:

Humanity: For WFP it translates in intervening if lives or livelihoods are at risk.

Neutrality: Not taking sides in a conflict. For WFP, it translates in: providing aid solely to non-combatants; working with accountable institutions; ensuring independent supervision and minimizing taxation of relief supplies.

Impartiality: For WFP it translates in ensuring that distribution methods reach the most vulnerable; that assistance is distributed according to needs.

1 Ockwell, Ron. 1999 – WFP, Full Evaluation Report – Recurring challenges in the provision of Food Assistance in complex emergencies: The Problems and Dilemmas faced by WFP and its Implementing Partners.

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Of importance, there should be governing principles on the protection and provision of humanitarian assistance to war-affected civilian populations which should be translated in beneficiary to have the right to:

- know their food entitlements which can help people assert their rights; - retain all the humanitarian assistance they were intended to receive;- monitoring and evaluation is to permitted to prevent diversion of aid, looting etc.;- Humanitarian action must respect and promote the human dignity of beneficiaries.

In addition, in annex 13.1, an example of Standards of Accountability to the community and the beneficiaries for all humanitarian and development workers.2

1.1. What is the Principle of safe and unhindered access to people?

The need for safe and unhindered access to people affected by natural disasters and complex emergencies is one of the fundamental principles of humanitarian action3. These principles are essential for WFP work in terms of effectiveness and timeliness of distribution and monitoring activities.

At the request of the host government or the UN Secretary-General, WFP has an obligation to try to meet emergency food needs of victims and alleviate hunger. When there is no Humanitarian Coordinator and/or when food insecurity is at the heart of the crisis, WFP may play a more direct role in negotiating and securing access for the provision of food assistance. In fact, WFP often takes an operational lead (as recognized b IASC).4

WFP has specific needs due to the nature of its work. The following concerns need to take in consideration, from the outset, in any negotiation process:

It requires regular, timely and continuous access as food assistance deliveries take place on a regular basis whereas non-food items are often delivered on an ad-hoc or one-off basis.

WFP has additional security concerns as food represents power and leverage; it is a very sensitive, often political form of aid and is often used as a “weapon of war”; food deliveries and distribution in some cases can attract more insecurity.

1.2 What are WFP Guiding Principles on Food Distribution?

In addition to these international humanitarian principles, WFP has defined its own Guiding Principles while aiming at getting the right amount of food to the right number of beneficiaries at the right place at the right time.

In doing so, WFP promotes: accountability to beneficiaries and to donors; transparency; fairness; respect and gender sensitivity. Failure to stand by these Guiding Principles will result in problems both for those distributing the food and for the beneficiaries. The methods by which these principles are generally applied are summarized in Table 1.1 below.

2 Example of Sierra Leone.3 Take note that there is no absolute right of humanitarian agencies to access, but rather a right of people to assistance. The responsibility to provide assistance is primarily that of the government, or other authority, on whose territory a conflict is taking place.4 WFP. 2002. Information pack on WFP’s role in Access Negotiations. Strategy and Policy Directive.

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Table 1.- Guiding Principles of WFP Food Distribution

PrinciplesDescription Implications for Food Distribution

Fairness

Rations and food allocations are based on an objective assessment of need and are distributed according to household size.

Distribution system takes account of social, ethnic, political divisions within the affected population.

- Food Basket monitoring of the receipt of agreed rations (quantitative and qualitative information is collected).- All politically, economically and/or socially marginalized are entitled to and receive their food rations.

Accountability to beneficiaries

Aid is distributed promptly: adequate systems and plans should be in place to facilitate quick response to any crisis to save lives and/ or prevent migration.

Standards of accountability when working with beneficiaries are respected (see Annex 13.1)

Humanitarian workers’ conduct is done in a responsible manner.

- Establishment of beneficiary food committees to elicit their views on distribution and any complaints.- Independent monitoring during and post distribution by WFP and/or NGO implementing partners.- Beneficiaries are allowed to weigh their food ration at the end of the distribution process.- Information campaign on humanitarian workers responsibilities vis-à-vis beneficiaries.

Coordination & accountabilityto donors, governments; IPs & within WFP

WFP must work in the framework of established UN coordination mechanism and with donors, governments and IP.

Regular reporting and analysis of quantity of food distributed and number of beneficiaries.

- Regular and accurate monitoring and reporting.- WFP initiates and leads Food Aid Committees.- Minimize losses and diversions.- Simple distribution methods.

Transparency Information about food rations, method and timing of distribution is widely disseminated.

- Beneficiaries, IPs and local authorities are involved in the design of the distribution system.- Population is kept informed of any problems in food supply, changes in rations and delays.

Respect It maintains a normal community/family environment and it recognizes the physical & psychological vulnerability of those being assisted.

- Specifically designed to preserve the dignity and self-respect of every beneficiary.

Gender sensitivity

Food is controlled primarily by women at the distribution and in the household. Women are consulted and participate in the planning and management of food distribution.

- Women collect food in recognition of their role in household food management. - Gender representation on food committees.- Ensure that distribution does not interfere with women’s other domestic responsibilities and does not put them at unnecessary risk.- No sexual favour in exchange for food aid.

Refer to the Distribution Framework in Annex 13.2 which gives an encompassing view of the food distribution process.

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2. What are the steps towards implementing a principled approach?

There are several problems which are associated with food distributions (see Table 1.2). These constraints will be more acute in a volatile and/or a conflict environment. They are often clear to agencies but the socio-politico environment in which humanitarian agencies are not always so clear. Not knowing the forces at stake, will make it difficult to grasp the risks, both for implementing agencies and beneficiaries alike when preparing and implementing a food distribution.

The following checklist is designed to help staff assess crucial issues prior to starting planning a distribution5, given the ethical dilemmas WFP faces in deciding when to provide food assistance and when to decline to provide it.

2.1 Analyse the situation

Evaluate the source of and risks surrounding the food distribution (who – which group - is at risk, where and why?)Know WFP Guiding Principles and what they mean in a practical way for a distribution (can women be involved in a fair manner; could the distribution be more transparent?)Determine the minimum operating conditions (what are the “limits” you are prepared to work under?) and set limits (up to what level of negotiations the Country Office is willing to go to?)Analyze the political and economic interests within the society;Identify of potential allies.

2.2 Develop agreement with the local parties

Where local authorities are accountable, negotiate a local agreement. The later will outline the Guiding principles of humanitarian action, the respective responsibilities of the different actors.Coordinate actions between agencies (avoid falling in the trap of “better divide for better ruling”).

2.3 Identify the most appropriate food distribution system 6

Ensure that you analyse the risks and benefits associated with each method in the particular context in which WFP finds itself. For example, food distribution done through village elders may favour one group, while leaving out the vulnerable and the ethnic minority, thus compromising the principle of impartiality.

2.4 Identify the risk of abuse at each stage of the distribution process

Maximize the food receipt by the intended beneficiaries and;Maximize the possibility that beneficiaries can hold on to their rations.

5 Adapted from Jaspars (2000) and IASC. Growing the Sheltering Tree. 2002. 6 Also refer to Module 4 – Food Distribution Systems and modalities

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3. What are the strategies to minimize problems during distributions7?

Often, in a food distribution situation, the most WFP can do is to try to minimize the risks attached to the constraints. WFP role is to increase the likelihood that beneficiaries will receive and hold on to their rations and consume them.

Table 2. gives an overview of strategies which have been tried out both at local and national level in several WFP conflict based operations and which have worked for the benefit of the beneficiary population in terms of beneficiaries getting their food entitlements.

Table 2 – Strategies to minimize constraints associated to food aid distribution8

Type of constraints

Strategies – field tested by WFP toMinimizing the constraints Risks / Limitations

Access: To people, locations – meaning freedom of movement and engaging discussion

Over-registration: Of the powerful by creating fake beneficiaries and/or villages; inflating family sizes and; creating displaced groups.

Exclusion of beneficiaries: displaced, socially & politically marginalized groups (returnees). Not allowing these groups to register.

Sensitize forces to relevant humanitarian principles Provide rebels with an Aide Memoire on obligations under International Law (commitments)Establish mutual respect and trust with the local authoritiesConsult communities for best way to access themInvolve communities & peace building committees in negotiationPropose “Beneficiary Protocol”9 signed by all partiesInvolve donors in negotiating with the governmentGet consent prior distributionEncourage international commercial sector to support access negotiations

Explain distribution principles Verification exercise: registration of clearly identifiable target households (elderly, malnourished, IDPs, handicapped, ethnic minorities)Increase number of monitorsWhen distributing, ask beneficiary to name entire family members – check if same as on the tally sheetRegister women’s names on the ration cardOrganize “registration committees” with IP, authorities and beneficiariesSwitch to self-targeting activities (FFW – only if small case load)

Involve community elders in the registration processTarget assistance Distribute to smallest units & directly to malnourishedDouble rations to populations with high malnutrition ratesDistribute of a less desirable food (children food too)Inform population of their entitlementsDistribution of cooked food (extreme cases only)Distribute close to the displaceds’ neighborhoodSign protocol with local population to allow distribution to returnees

Register to clearly defined target groups (<5,

Difficult to know who is in charge & their characteristics Do authorities perceive WFP / IPs as neutral?May be giving legitimacy to a rebel group.

Difficult to register mobile populations; movement increased at times of insecurityLocal leaders under high pressure from their relatives, military authorities, the more powerful

Local authorities manipulate the distribution (true beneficiaries will not show up for distributions)

7 This refers to Module 1 – in the “how to” implement a principled Distribution.8 Ibid. 9 The UN, the Government of Sudan and rebel leaders signed the Beneficiary Protocol in Geneva in 2000. Source: IASC. Growing the Sheltering tree. 2002

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Manipulation: incorrect information & translation maintaining malnourished groups to attract resources; playing agencies against one another.

Food distributions conducted by abusive leaders: to increase and/or maintain their control over population.

TheftLootingAttackPillageDiversionDisruption of distributionsLeakages MisappropriationPost-distribution taxation

Sexual violence

Coercion/extortion: Forcing WFP and/or the IP to do something against their will by issuing threats.

pregnant & lactating women)Ensure independent monitoring Change translatorsAgencies to divide areas of responsibility & coordinate food basket / distribution intervals

Inform local population on their food entitlementsDistribute children’s food (e.g. CSB) or stamp biscuits as “women” foodDirect distribution to households or through communityProvide take home rationsCreate groups to distribute rations directly to vulnerable

Establish complaint mechanisms for recipients Consult beneficiaries on carrying a food distributionEstablish good relations at local levelDo not store or distribute large quantities Decentralize distribution to avoid population concentrationObtain commercial agreement from government to pay for lost or stolen rations while in transit10 Presence of staff (international or local) during & after distributionDistribute smaller quantities more frequently Switch to less attractive commoditiesInform either well in advance or not at all on distribution date Provide cooked food in a fenced-off area Increase self-targeting activities

Educate women to walk in groups Propose “Beneficiary Protocol”11 signed by all parties Clear route by cutting grass on the route Set up neighborhood watches

Talk with your IP, and take corrective measure like:Re-assign local staff to other areasDiscussing with local authorities (see above)Not distribute until environment is conducive

See point aboveLocal leaders are under high pressure from military authorities, the more powerful and relatives

Same as above

See above in addition:Local authorities will often have to feed troops; pay local administration; provide security.

Attackers not well supervised & did not receive clear directives from superiors regarding duties

See points mentioned above

10 Was secured by the WFP CD of Sierra Leone. Source; IASC. Growing the Sheltering Tree. 2002.11 The UN, the Government of Sudan and rebel leaders signed the Beneficiary Protocol in Geneva in 2000. Source: IASC. Growing the Sheltering tree. 2002

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Module 2. Module 2. How to register beneficiariesHow to register beneficiaries

Objective

To describe the practical process in beneficiary registration

Introduction

This module describes the process in planning, setting up and conducting a beneficiary registration and verification.

Why is this module important?

This module introduces a number of practical points to help you prepare and conduct a registration exercise.

What does this module aim to achieve?

To describe why registration is important.To describe how to plan a registration.To describe how to implement a registration.To provide the pro-formats needed to conduct a registration.To give WFP’s examples in registering.

_____________________________________________________

1. What is a registration and why registering?_____________________________________________________

Registration is a systematic method of collecting and recording information about people. A registration is used to identify the people who are eligible to be included as beneficiaries in a food distribution. A registration will provide more accurate figures than can be obtained in the initial assessment.

Quantitative and qualitative information on beneficiary population (how many and who they are) is essential for designing a distribution system as the size of the population influences the physical organization of the distribution (e.g. number of distribution points) and to ensure that food is given to those who have been targeted.

Registration is envisaged right from the beginning of the relied effort, provided that it can be conducted in a safe and secure environment both for staff and beneficiaries (taking into account the beneficiary health situation and political environment). The prerequisites are:

Involvement all the actors (inter-agency level, government, local authorities, beneficiaries)Sufficient personnel and logistical tools (i.e. ration cards ready etc.)Beneficiary population receiving clear information on the benefits of a registration.Appropriate funding for the entire exercise.Security and access to beneficiaries.

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Although these conditions serve to facilitate the process, failure to meet all of them should not serve as an excuse for delaying registration. The amount of information to be collected depends mainly on the time available (particularly how urgently food rations need to be distributed), the type of data required in order to conduct programmes properly and the resources.

What about registration of refugees under UNHCR?

UNHCR is currently reviewing their 1994 Registration Guidelines as several new technology advances have been made since they issued their Guidelines. WFP choose, for the time being and the purpose of its own Guidelines, to refer only to system which are cost effective and are known to staff.

WFP will welcome the new UNHCR Guidelines and staff will be encouraged to read it and use the information found in it becomes available sometime in the next spring or early summer.

___________________________________________________________________

2. Planning the registration ____________________________________________________

2.1 How to estimate population numbers?

In sudden on-set emergencies, when there has been displacement of population, no distribution can start without, at least, a rough estimate of the size of the population.

In some cases, it may even be necessary to carry out a quick distribution of immediate relief commodities while plans for a “formal” registration are being made.

In areas of high insecurity where access is unpredictable, and population numbers constantly changing, a “best guest” has often been made for the numbers of people requiring food assistance.

Recent analysis comments that “inaccuracies in population estimates probably remain the single most important constraint in ration planning”12.

Albeit all these difficulties, it exist a few methods which can help estimating the number of beneficiaries according to the emergency typology. The methods are: quick rough estimates, systematic sampling of dwelling, aerial photography, remote censing, counting, using data census (or administrative records) and mass screening of children under fives. They are described in the Emergency Field Operations Pocketbook under WFPgo.

2.2Choosing the registration system

WFP is involved in two types of registrations activities during the life of a project:

1) On-going registration (where beneficiaries keep arriving in a given location) and;

2) One-off registration (a first registration or a verification of a specific case load number).

12 WFP. Full Report. Thematic Study on Recurring Challenges in the Provision of Food Assistance in Complex Emergencies. 1999.

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2.2.1 On-going registration

S Cases of Angola and Sudan on On-going registration of displaced populations

In major WFP relief operations like Angola and Sudan, where there is frequent and numerous population displacement, WFP had to set up a system whereby every new displaced must be registered, upon his/her arrival in a new location. Hence, WFP nad its partners designed the following:

Provision has been made for new arrivals of IDPs to be registered immediately upon their arrival upon entry points.

The registration tripartite team in Angola, for example, is composed of the government, an IP (preferably an NGO involved in the nutritional sector so the vulnerable can be transferred immediately to a supplementary or therapeutic feeding centre) and WFP. Together, they register and screen the new arrivals.

In Sudan, the local authorities registers the new arrivals while a nutritional NGO screens the new arrivals.

In Angola, WFP has also devised a system whereby new arrivals arriving after the annual registration, will obtain a ration card of a different colour. This helps WFP in managing its case load.

In both cases, WFP has made it clear to the local authorities that new arrivals during the year will not be taken into considerations if they are not registered immediately upon their arrival and if WFP is not notified.

2.2.2 On-off registration

For one-off registration exercises, it exist three types of systems. The environment in which you work will determine it.

1. House to house: Beneficiaries are registered at the household level. Teams of registration officers or volunteers will register the people. It is most often done in the case of the Community Based Targeted Distribution for small villages and where targeting is required. It can also be done when IDPs are being hosted by local residents in a village/town.

2. Public place: Beneficiaries will be registered in a public place (that can be the case for a registration conducted by leaders of by agencies). It is also used for registering nomad populations and spread out populations.

3. Enclosed venue or compound: Beneficiaries are registered in “closed” location (usually for IDPs) which will be “closed-up” for a day. This measure serves in ensuring that all people being registered during the day stay in the same location while the registration information is being collected.

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Advantages & disadvantages of the three registration settings.

Type of method & conducive environment

Advantages Disadvantages

House to houseRequires stable & cooperative population.

Often used for small & stable populationUsed for CBTD

Least disruptive to the population because avoids confusion of crowdsProvides a familiar environment for the beneficiary

Time consuming (can not be done in 1 day for large populations)Requires numerous staff

Registration pointsor public place

Requires partially organized & cooperative population

Can be done either in camp situation or in a villageUsed for urban areas or rural areas.

Can be completed quickly and can deal with larger populations Best way to register nomadic population (say at water point)Best for rural areas like with IDPsMay require several points for nomadic population

Can attract too many people Can create crowd control problems

Enclosed compound13

(or waiting area)

Provides with the exact number of displaced, if close supervision of all staff is done Can be used for the initial registration phase, as tokens are distributed in one day.

Can create serious security risks for staff; Costly; difficult to repeat if it goes wrong;

Refer to Annex 13.4 for a registration layout (be it in a public place or in an enclosed set up) and to annex 13.7 for WFP field experiences in terms of registration process.

2.3 Staffing issues

Having a proper team to work on registering is one of the key ingredients for a sound registration. Since registration is not a common job, so it is of utmost importance that Managers ensure proper training of staff prior the registration.

The following should be ideally organized prior to a registration:

Organizing briefings for the entire team and actors. Train enumerators’ staff on how to fill in the registration form. Set up a mock registration.

Each person involved in a registration must know its role is and the line of supervision.

Managers should ensure replacement of personal during the day in case some staff drops out during the process.

For staffing requirements, refer to Module 7 –

2.4 Involving beneficiaries

13 Refer to Annex 13.3 for an example of a Registration layout .

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While planning, keep the beneficiaries informed on the “why” the “what” they will be expected to do during the exercise. No registration can be successful without their participation. The process need to be explained but the date should usually be kept confidential to beneficiaries.

The participation in a registration also involves the collaboration and participation of the other stakeholders is mentioned at the end of this Module.

2.5 Prepare the logistics and ordering equipment

You must organize transport, fuel, refreshments for the staff members.

The basic standard supplies required are: fixing tokens (can be a wrist band or simply made with a piece of paper where you stamp a WFP logo); pre-printed registration cards you fill in manually or the ones you can print electronically once you have set up your data base; WFP caps or t-shirts to make registration teams visible; megaphones and radios with extra batteries; box files; pens; white out; rope and plastic sheeting if needed etc. Ensure 10% more tokens and registration forms than anticipated.

UNHCR has registration supplies available in Geneva. The boxes include material to register 10,000 households which equals to 30,000 persons.

2.6 Choosing the time and venue

Bear in mind to look for any cultural practices (e.g. certain religious days or events) that you should be aware of. Also, you may have to consider schooling days for children.

___________________________________________________________________

3. Implementing a registration _____________________________________________________

Once the planning has been organized, you are ready to implement the registration. These are the five steps.

1. Conducting the initial registration (it can be called fixing or snap shot)2. Registering the population3. Entering data 4. Issuing the ration cards5. Verification and updating of the registration information.

Note that some phases may not be needed, depending of the situation and that other may preclude some steps.

Special considerations: Gender issues

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According to WFP Enhanced Commitments for Women14, where appropriate, the following will be applied:

Except in situations where there is no adult woman in a household, each household ration card for free food distributions will be issued in a woman’s name.

In polygamous families, a separate ration card will be issued for each wife and her dependants; the husband will be considered as a member of one of these groups / households (could be with the first wife).

In addition, while only female heads of the households are registered, in exceptional circumstances, a male say a widower, may be registered as the head of a household.

3.1 Conducting the initial registration (or fixing 15 the population)

The initial registration exercise may be required when registering a population already established on a site, or when the case load is quite important, so as to limit the risk of double registration.

Initial registering means that a team of staff will distribute, on a given day, a token (see Annex 13.4) or wristband to every household prior to the registration exercise. This will temporarily “freeze” the size of the group on whom information will be collected during the registration.

Consequent caseload will specially need to be “initially registered” to avoid abuse and bogus registration (say in a refugee or IDP camp).

Initial registering is neither indicating nor useful for small caseloads or for villages households involved in a Community Based Distribution.

3.2 Registering

3.2.1 Overall considerations

Register only persons (can be in certain cases only the head of the households) you can physically see.Register all the children present and record the entirety of their names.Cross-check information with other sources (census data, rough estimates etc.).Complete as quickly as possible, to reduce people from moving from one area to the other.Ensure that people waiting to be registered at the public places or camp enclosures, have access to a shade or to a warm environment, depending in the environment.Request the presence of the local leaders or any other key informants of a given community (teacher, nurse etc.) If there are several registration points, begin the registration at the same time at all of time. This will help avoiding double registration of people.

14 Refers to 2003-200715 This is a terminology used by UNHCR in their 1997 Registration Guidelines.

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3.2.2 Collecting the information for the Beneficiary Lists

The information collected is the base of the entire distribution system. Not only it will serve to prepare the beneficiaries lists, but also the tally sheets (or muster roll for FFW) and also, to fill in the information on the recipient ration cards (in the case they are issued).

There is a “required minimum information” to gather at the very on-set of an emergency. This information is usually collected by local leaders or by local administrations (it will also be the case for the Community Based Targeted Distribution system).

1. Family head name and is possible, the name of the spouse2. Size of the family 3. Estimates of the age of family members 4. Sex of family members

When a general registration exercise has been well thought of and planned, other data concerning individuals are usually collected, they include16:

5. Names of every family members6. Place of origin (for displaced populations)7. Specific vulnerable group 8. Shelter indication (especially if in a specific district of a city or in a camp)9. Possible information on religion and langage

This information will help cross checking the information for future verifications; address particular needs immediately (e.g. malnutrition) and provide information for phasing down

Please refer to Annex 13.5 for the format of a “Beneficiary List”.

3.3 Special registration concerns

3.3.1 Nomadic Populations

Due to their mobility, nomadic populations present special concerns that need to be addressed when registering them. Bear in mind that during certain seasons of the year, say during the rainy seasons, nomadic groups may be more spread out17 so registration should be avoided during these time. Pastoralist households may also split at a given time during stress period of the year. These are elements to take into considerations when thinking of registering a nomadic population. The following registration strategies could be established:

Information campaign will be crucial to ensure that nomad people can show up for the registration. Allow sufficient time (at least two weeks) of notice, if possible prior the registration.Different registration sites could eventually be set up – while leaving the nomadic population to chose where they would like (or could be) registered- (they should be distanced by one day walk to avoid double registration).Some may not be present when the registration occurs – if this is recurrent pattern, they should be given the flexibility to be registered at a later date (if possible prior to the distribution). In some cases, their group could either be registered by their local leaders (see point C – Registration conducted by local leaders down below) or be registered by some of their household members (registration by proxy) if the case load is small and granted that it is politically feasible.

16 UNHCR. Registration. A Practical Guide for Field Staff. Geneva. Second Edition. 17 Oxfam. Registration in Emergencies. Practical Health Guide No. 6.

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While trying to understand their needs try to crosscheck registration information with one another’s findings and arrange coordination of the information systems.

3.3.2 Registration conducted by governments and/or local authoritiesLocal authorities may be in charge of conducting the entire registration process; it has been the case for Ethiopia and Eritrea, among others. In these particular situations, WFP must closely monitor the beneficiary lists obtained by local authorities to ensure that there is no-over registration. WFP must random check and physically verify the names on the list with real household members.

In Kosovo, a local agency was given the mandate to produce the registration lists. However, some IDPs were not registered due to the social tensions between the different ethnic groups. This is to show that distinguishing and registering IDPs from other population groups is one of the greatest challenges faced by WFP. To date, there is no simple or real solution found to that problematic.

3.3.3 Registration conducted by local leaders

At the beginning of an emergency, the initial registration is often left to the community leaders due to time constraints and lack of staff. The local leaders are usually provided a form for use and quickly informed on the registration process. In these situations, WFP must closely monitor the beneficiary lists obtained by local authorities to ensure that there is no-over registration. WFP must random check and physically verify the names on the list with real household members.

3.4. Entering data

Data collected on the registration format (see Annex 13.5) must be computerized and entered in a database.

The database will help sort and analyze demographic information. Hence, details can be summarized by each distribution centre or site as follows:

Number of children under five, gender disaggregatedTotal number of householdsNumber of people with disabilitiesNumber of women head of households etc.

This information will be divided as per each distribution centre or point in the form of a Tally sheet and a receipt sheet (refer to Module 9 - and the annexes for the pro-formats).

3.5 Issuing the ration cards

Upon completion of the household registration list (or beneficiary list), a ration card will be issued and given to the head of the household. In fact, while the registration data is being into a database, a team of staff must either fill in manually or electronically each ration cards. This process may take from a few days to a few weeks (depending on how many ration cards need to be filled in).

The ration card will show the same number that has already been assigned to the household on the register list (or beneficiary list).

Specific to WFP purposes, ration cards are usually used for food aid distribution. However, in some circumstances, ration cards may also contain the following information:

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Non food items distribution cyclesProgramming information (health etc). Specific to the family (say a blind person).

The “typical” WFP ration card should indicate (Annex 13.6 for pro-formats of ration cards).

Numbers to display the area / village / camp if it is possible to code it easily. If not, the name must be written entirely. Number for household size and number of children under five. Number of distribution cycle. Expiry date (can be a six month cycle to a year period).

Other considerations:

Ration cards are not needed for every distribution system. E.g. in the case of the CBTD only the beneficiary list will be utilized with the receipt sheet (refer to Module 12 – Commodity Management).

Ration cards can be colour coded; this may serve to indicate if a household has children under five. In other cases, it may help to differentiate between: new arrivals; people who have been part of a prior registration; locals from displaced etc.

In some circumstances you may want to post-pone the issuance of ration card after a “verification” of the registration numbers. This immediate “registration verification” exercise can be carried out at the next distribution. Beneficiaries are then requested to provide the number of household members and names prior that their ration card is issued to them.

3.6 Verifying population numbers

In an “ideal situation”, following a registration, an “updating system” should be put in place to record population changes (i.e. births, deaths and population movements).

Then, weekly or monthly “verification exercise” (at random, especially during a distribution) is the best way to verify veracity of numbers as some errors may have happened during the registration process.

Going from household to household to verify rations card can also be done.

A food distribution will help keeping up the records, as the tally sheet and the receipt sheet18 will indicate clearly who collects its food or who does not. Caseloads are followed up at each distribution.

There are several reasons why verification of population numbers is essential during the course of a project. The first reason to verify population number is due to the change in population numbers. Verification maintenance is just as important as the initial registration and should be conducted frequently.

Remember, that as situations evolve, the registration data will become unreliable; hence, uncertainties about numbers will arise again in the life of any given programme.

18 To see the pro-formats of the tally and receipt sheet, please see Annex 13.18

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4. Who is usually involved in a registration?_____________________________________________________

Although the distribution responsibilities will vary from one situation to another, the principal actors in a registration exercise are the:

The Host government bears the ultimate responsibility not only for its displaced but also for refugees within their borders.

WFP - Case load numbers have considerable implications on the mobilization and delivery of food commodities. In refugee setting, it is UNHCR who is the lead agency. WFP role is to participate in both planning and implementation of the registration exercise. In the other cases, WFP may be the lead or leave the registration exercise to be conducted by a lead NGO and/or government while supervising the registration process.

Beneficiaries- No registration can be conducted without their agreement and participation

Implementing Partners - Registration activity will include the IPs, particularly those responsible for food, nutrition &, health care. They should be involved at the planning process and take part in the registration activities. Inter-agency collaboration is essential.

Donors – In some cases, an Embassy may be involved in the planning phase of the registration. As donors they also may be requesting for a registration.

Ideally, the number should be agreed by all concerned, or reached by some form of consensus by the government, donors, WFP and for refugee operations, UNHCR. Although not everyone may agree on the population figure, it is important to remember that distributions must continue for an agreed number of refugees until the “ultimate” case load figure is agreed by all concerned.

With UNHCR: Where a satisfactory registration has not been possible within three months, UNHCR and WFP “will jointly determine the number of beneficiaries in need of food assistance”. Should there be disagreement between the country offices of UNCHR and WFP on the number of beneficiaries, the problem shall be referred to the headquarters for resolution. Pending such resolution, WFP will provide food to the number of beneficiaries it estimates in need of assistance.

With communities and local governments: In dire negotiations, the last resort consist in re-using again the techniques described in the precedent section and re-negotiate with the stakeholders to arrive at a realistic figure while starting an information campaign to mobilize the community cooperation and responsibility.19

19 See Chapter 11 – UNHCR. Registration: A practical guide for field staff. 1997.

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Module 3. Module 3. Targeted food distributionsTargeted food distributions

Objective

To describe the different targeted distribution interventions of WFP, namely Food for Work, School Feeding, Supplementary and Therapeutic Feeding interventions.

Introduction

This module describes the process in planning and conducting Food for Work, School Feeding, Supplementary and Therapeutic distributions.

Why is this module important?

This module introduces a number of points to help prepare and conduct a distribution for the programmes discussed below.

What does this module aim to achieve?

To describe WFP’s role in regard to the distribution mechanisms for targeted interventions.

_____________________________________________________

1. Why targeted distributions?_____________________________________________________

General food distributions in emergencies often need to be supplemented, if need has been assessed and demonstrated, by nutritionally targeted interventions such as the Supplementary and Therapeutic Feeding Programmes. Their aim is to provide nutritional support for moderately malnourished and to save lives respectively. School Feeding programmes are also being implemented during emergencies.

Food for Work (FFW) is often the “next logical step” which allows WFP to gradually phase out general food distributions. FFW projects will provide an opportunity for the affected populations, to get “paid for work”. Food for recovery (usually implemented after a disaster) also provides a daily remuneration for a specific task.

In the continuum from emergency to development, once the situation has reached a stable situation, WFP promotes growth and improve nutrition through targeted distribution interventions such as the School Feeding; the vulnerable group feeding through MCH clinics and other social service institutions.

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_____________________________________________________2. What are the different types of targeted programmes?_____________________________________________________

These are the different types of targeted programmes.

Food for WorkSchool FeedingVulnerable group or supplementation feedingTherapeutic feeding & caretaker supportSocial service Institutions

For each programme, only the information regarding to food distribution will be dealt with. For further information about these programmes, kindly refer to the WFP Nutrition Handbook and the Food and Nutrition Handbook in Emergencies20.

2.1Food for Work In several emergency situations, Food for Work will take over a general food distribution as soon as there is indication that the “severe” phase of the emergency is over. In some other situations, FFW will complement general food distributions, as it is rarely possible to organize FFW activities quickly and on a large scale. Note that there may also be Food for recovery (FFR) and Food for Training (FFT) activities, which may take place, especially in PRRO and development settings.

Criteria to select participant households (one worker per household is usually allowed toparticipate or unless otherwise specified in the project document) are either done at thegeographical / administrative level; community level or at the Self-targeting levels.

2.1.1 Which is the food distribution modalities used in FFW projects?

The “usual” implementing partners for WFP in terms of FFW are:

1. The government (and its subsidized food stores or to the decentralized local administrative units and/ or authorities)

2. An international or local NGO 3. A community

2.1.2 What is the distribution system which FFW uses?

The distribution system utilized is through individuals (workers) who have participated in the FFW project (refer to Module 4 – Food Distribution Systems and Modalities).

20 A joint publication between UNHCR, WHO, UNICEF and WFP. It can be found under the WFPgo.

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2.1.3 What are the distribution processes for FFW?

There are two documents, which are used during a FFW distribution, they are the: Muster roll and the Daily Attendance sheet.21

Government implemented

Where a subsidized institutional system is already established a food coupon or a food stamp system is used (e.g. India & Pakistan).

In exchange of their work, (say 22 days of work/month), workers receive a food stamp which may have a monetary value or a commodity exchange value. Worker picks up its food ration in subsidized food shops.Upon arrival at the designated government shop, either a sticker is taken out; or the card is punch; or parts of the coupon are taken out (can also be a sticker).The worker can exchange it for specific WFP food commodities in the country’s government subsidized ration shops.Food coupons or food stamps can be exchanged at almost any time during a given period.When food pipe-lines may have hiccups, provision is made that the worker can pick up its commodity at a later stage.

NGO implemented and/or Community based implemented

Practical issues addressing the selection of a distribution point, the frequency intervals (monthly basis frequency is the most common), and the commodities measurements are discussed in Module 5 – How to set up a food distribution.

The NGO or the Community will have to set up a storage system whereby the workers will be able to pick up its ration at a given date and time.

Muster rolls are prepared by the IP. The IP verifies the muster rolls numbers.

Social audit – i.e. public announcement of food distribution day and quantity is publicized to all workers involved. It will also be discussed with Food Management Committee (wherever they have been set up). Refer to Module 7 - Beneficiary Participation.

Upon their arrival at the distribution site, worker names are checked against the muster roll.

Food is either scooped or weighed depending of the ration modalities. Refer to Module 5.

The worker signs the muster roll once the food allocations or the coupon has been collected.

Monitoring is conducted as per the Monitoring plans. Refer to Module 10 on Monitoring.

2.1.4 General considerationsWFP hands-over food commodities to its IP at a designated “hand-over point” (this is decided amongst WFP and the IP).

21 It would be appreciated that a CO sends the consultant formats utilized in the field. Thank you.

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Regularity of food distribution is the best approach to ensure participation from workers. As people trust will increase in the frequency of food distribution, it will encourage them to attend the FFW activities.

A LOU should be signed with each Government or a MOU with NGOs.22

Monitoring systems should also be established. Refer to Module 10.

For additional information, please refer to the new WFP-ILO “Food for Work Guidelines”. They should appear on the PDM sometimes around December 2002.

2.2 School Feeding

The government is usually, but not always, the main implementing partner (IP) for School Feeding programmes. Local or international NGOs may also be IPs with the agreement of the national government.

The Plan of operation is prepared and states the amount of food needed, the number of schools targeted and the number of pupils total (and also for each School). Refer to Module 12 on How to prepare a Distribution Plan.

WFP hands-over food commodities to the IP at a pre-determined and agreed designated “hand-over point”. From then on, the IP must report on a monthly basis to WFP. Refer to Module 13 for the Monthly reporting format.

The government collaborates with, and may also hand-over the responsibility to Regional School boards, while the latter associate the process with those responsible for the SF programme at the school level” and “Parents Associations” (where they exist and which are may be in place prior to the School Feeding programme initiating).

Once the food has arrived at a given School, the food is stored in a safe place.

School Director must keep a record of attendance for every school day so food actually received can be tallied with commodities distributed to the pupils. For formats, refer to the School Feeding Handbook.

Often, it will be the parents (mothers mostly) who will be assisting in preparing the food. If the School has enough resources, staff may be also play a role in food preparation and distribution

There are two types of rations which are distributed:

1) On-site distribution

Usually in the form of a cooked – mid-morning snack, breakfast or lunch.

2) Take home ration

Usually for girl child. In some cases, where special incentives are identified as being useful to increase participation of a specific group (e.g. girl child), a high value commodity (say vegetable oil) is given to the child who has attended school as per the required number of days.

When planning a food distribution in a School, care must be taken that timing is taken into account as on-site distribution (i.e. feeding) depends on the type of school included in the 22 Look in the PDM for the format (note that WFP is in the process of revising it).

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programme (do children attend school only in the mornings or all day long?) It may be preferable, in some situations, to give a warm meal upon children’s arrival in the mornings.

For Monitoring purposes, please refer to the School Feeding Handbook.

2.3 Vulnerable group and/or Supplementary feeding

When assessments determines the need for such programmes, WFP will provide the required commodities to the ones who usually manage the SFP. The implementation partners are often NGOs contracted under UNICEF and UNHCR (in refugee settings) programmes, and/or governmental health structures.

WFP will hand over food commodities to implementing partners who will provide WFP with a Monthly Distribution report (refer to Module 10 for the reporting format).

Beneficiaries are selecting and registered on the basis of specific criteria relating to nutritional status or vulnerability. The beneficiaries usually include children under five, pregnant and lactating women. They can also include selected people including the sick, disabled and elderly.

If ration cards are issued, they are written in the name of the selected individuals. Refer to Module 2 ideas concerning the Ration cards formats.

Distribution can take the form of either dry take-home feeding or on-site wet feeding. The WFP Nutrition Hand book gives the pros and cons of each system.23

A take-home ration (dry ration), distribution can take place at a social community building or at a MCH clinic with one or two distribution frequency every 1 or 2 weeks.

A on-site wet feeding, the preparation will need a special centre where cooking and the eating for beneficiaries can be done on the same premises.

For further and complete information, please refer to WFP Food and Nutrition Handbook on the WFPgo.

2.4 Therapeutic Feeding & caretaker support

WFP will hand over food commodities to the IP at a designated hand-over point.

WFP will provide the required basic commodities such as CSB, oil, sugar and high energy biscuits to the partner managing the TFC.

These implementing partners are often NGOs who have been contracted by UNICEF or UNHCR (in refugee settings).

The IP will provide WFP with a Monthly Distribution report. Refer to Module 10 for the format.

Beneficiaries are admitted on the basis of nutritional and medical status.

Distribution is done in the form of the Therapeutic milk.24 Additional food commodities are provided in line with WFP/UNHCR Memorandum of Understanding (MOU). Refer to Module 11.

23 Refer to Chapter 9 - p. 77

24 The WFP Nutrition Hand book gives detailed information as how to treat severe malnutrition.

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Mothers or any household caretaker residing at the TFC with the child will receive a daily food ration as per the situation.25

For further information, refer to WFP Food and Nutrition Handbook on the WFPgo and to the new Look in the PDM for the format (please note that WFP is in the process of revising it). Refer to Module 11 for further information as its contents (under print as of December 1st, 2002).

2.5 Childcare, education, health and other social services

In the case of distribution to:

Orphanages: unaccompanied childrenHospitals and health centresOther social service institutions

WFP will provide the required commodities to the ones who manage the food distribution in social institutions. In some cases, it may be an NGO, UNICEF, UNHCR or a governmental institution.

A pre-determined amount of food commodities are sent in bulk to the hospital.

Quantities are calculated according to the number of beneficiaries. Each IP must report on a Monthly basis to WFP. Refer to Module 13 for a Reporting Format.

Food is often prepared and eaten on the premises say for patients in a hospital or in the case of children living in an orphanage. This is done only if the physical and staff facilities and capacities exist. This must be carefully assessed prior the start of distribution.

Where general food distributions occur, care should be taken that families hosting foster children receive a ration for the unaccompanied child. This should be underlined during the registration process (refer to Module 2).

In some cases, caretakers, for hospital patient, may be included in the hospital case load.

25 It is recommended that at least 1 meal per day be provided to a caretaker.

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Module 4.Food Distribution Systems & Modalities

Objective

To describe the four different types of Distribution Systems and the three distribution modalities.

Introduction

This module describes the four types of distributions systems which exist and the three distribution modalities. It also seeks to give adequate guidance in how to choose the most appropriate system in a given context.

Why is this module important?

This Module suggests the four systems of distribution “to whom” while giving their advantages and disadvantages. It also describes the three broad modalities of distribution “by whom”.

What this module aim to achieve?

- To describe the four distribution systems while giving considerations which would make one chose one system over another.

- To give the advantages and disadvantages of each distribution system.- To describe the three modalities of distributions, namely through the government, a NGO

or direct distribution by WFP.

1. What are the four distribution system?

Is there such things as ideal and pre-set distribution systems? The answer is no, each situation commands a different type. Distribution system will also evolve in stages, as the population becomes more stable or when a registration can be conducted.

In fact, as the operation develops, a more desirable distribution system can be designed and implemented. As an example, at the on-set of an emergencies, little will be known about the population, experienced staff and partners may not yet be all arrived on the ground and there will be general chaos. Hence, it is often the case that a distribution using the Traditional leadership will be implemented and will be gradually changed to an individual or group distribution in the following weeks and months.

However, it does exist four distribution systems through which food is distributed. They are classified by “to whom” and they are:

1. Distribution direct to households or individuals 2. Distribution through groups of households3. Distribution through traditional leaders 4. Distribution through new leadership or distribution through the

Community Based Targeted Distribution system.

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1.1 Distribution direct to households or individuals

Definition of a distribution direct to households or individuals (dry and/or wet ration)

It means that the food is directly handed over to a head of household or an individual. It can be done in two ways, either a dry ration is distributed or a wet ration is directly handed over to an individual.

What is the Process for DRY RATION?

Commodities are handed over directly to each household head (or representative) either in a distribution site using the chute system, the ration shop system or a government subsidized grocery store. In the case of wet feeding, there may no be needs for a ration card as beneficiary lists are established by the implementing partner (IP).Households are registered and information is recorded on a registration list. They can be handed over a ration card or not, this will depend of case load. Usually, for smaller case loads, a beneficiary list will suffice.For consequent case loads, a registration is mandatory unless the entire population is targeted.

What is the Process for ON-SITE WET FEEDING?

Rations are given individually and eaten on the premises generally once per day.There is usually no need for ration cards as it may be targeted to children under five or malnourished people.

What are the considerations for choosing direct DRY distribution to households or individuals?

When a natural disaster occurs, it can done for a one time, one “shot” food distribution, or for the very first distribution in an emergency (say displacement etc.). When entire village is being targeted (N.B. this ca be done with or without a registration, but a “preliminary” registration list should exist).When you want to undermine the abusive power of traditional leaders.When there is no time to issue rations cards (in the case of smaller case loads).When refugees have just entered the country of asylum by transit points (same applies for IDPs when they arrive at a specific “transit or community” point).When a beneficiary list has been drawn by the local authorities. When an agency is able to manage effectively the process (time, staff and resources availability). When a representative of a nomadic group is left behind, as a proxy, to collect the household ration.

What are the considerations for choosing direct ON-SITE WET FEEDING distribution to individuals?

When there is a conflict situation, with high levels of abuse and taxation and when vulnerable are not getting their rations. Where there has been a major displacement and people have lost all their assets.Appropriate when beneficiaries do not have access to cooking equipment or fuel, or are too weak to cook for themselves.

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When there is a proof that traditional leadership or new leadership is diverting community’s member needs.

However, it should however be seen as a last resort.

1.2 Distribution through a group of households

Definition of a distribution through a group of households

It means that a group of households, usually of the same size, form a group of households with a total of 50 people in the group. Once it is done, they designate a “distribution leader” within their own group. That same person (and designated helpers) will present him/herself at the distribution site and pick up the entire food commodity ration for the entire group.

What is the Process?

Group of households of similar size are formed and must group in a certain group of households (between 10 to 50 persons). Based also on the ration sizes, define what would be the most appropriate number of individuals. Hence, bags could be directly distributed to the groups.Each head of households should hold a valid ration card.Food is handed over to a representative of the group, who together with some assistant from her/his group, carries it to the distribution area where all the head of households (HHH) of the group are waiting for the commodities to arrive.Once the food is brought, the group divide the commodities between themselves, based on the total number of individuals and the approved ration.

In some circumstances, however, it may be easier to:

form groups of households from pre-existing structures following the original administrative or social organization coming from the refugee country of origin or for the IDP.

have people from the same place in the country or place of origin who know each other. Hence, people will be able to self-monitor the distribution and prevent “infiltrators” from joining the group.

What are the considerations for choosing distribution through groups of households or administrative groups?

When groups can be made according to administrative or village sections.When the social structures have been broken down.When you want to increase the speed of distribution.When group leaders can distribute in a fair manner.

Where was it successfully implemented?

Successful in the Zaire and Tanzania refugee camps, but was not in Ethiopia where the group leaders lead to significant diversion of food26. Nor in Guinea, refugees complained that the system was unfair. The system had to be changed back to heads of household. In Sierra Leone, the situation was too unstable for IDPs to be carried out directly to individuals.

26 Full Report of the Evaluation - Ethiopia PRRO 6180.

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1.3 Distribution through traditional leaders

Definition of distribution through traditional leaders

It means that a local leader or traditional leader will be receiving the food for the entire community. S/he will then redistribute the food according to the needs of the community members.

What is the Process?

Distribution through traditional leaders can be done in two ways. First, commodities are distributed in bulk to the traditional leader. The latter decides the best way to distribute the food to the village or clan members. Second: an IP or WFP discusses and designs the distribution process with the involvement of the traditional leaders and WFP or the IP.

What are the considerations for choosing distribution through traditional leaders?

Usually used in the very first phase of an emergency especially when there is no time for a “formal” registration nor to distribute ration cards but where estimates of numbers are known to the leaders (or can be obtained in a shorter period by the leaders).

Only where leadership is known to be accountable to the population they represent. Military leadership, whose aim might be to control food for further political or military aims, may replace traditional leadership. In this case, it would be inappropriate to distribute through community representatives or leaders.

Can work really well in certain cultures where the Traditional leader is respected or where you have no other choices but to distribute through traditional leaders (e.g. in some parts of Somalia).

.1.4 Distribution through new leadership or the communitybased targeted distribution system.

Definition of the distribution through new leadership or the “Community Based Targeted Distribution System” (CBTD).

It means that a community is involved in the food distribution process from refining the targeting criteria introduced by WFP and its implementing partner, to electing a group of community representatives (called the Village Distribution Committees), to registering the beneficiaries and finally, to handing out the food commodities.

What is the Process?

After a period of sensitization from the IP to the communities, responsibility is handed over to villages for intra-village targeting.

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Elections of village distribution committees (VDC)27 representatives. Women should represent 50% of the VDC representatives. A woman should be elected as the Head of the VDC.

The VDC registers and selects the most vulnerable for targeting food aid within the community. Refer to Module 2 – Registration and annex 13.7.

Several public discussions and meetings regarding eligibility criteria, registration, verification of the eligible households and the food distribution system are held by the IP with the VDC representatives and the entire village.

What are the considerations for choosing distribution through CBTD?

Peace, stability and absence of inter-community divisions small and coherent village units.Strong support for the methodology from central and regional government. Effective working partnership between government, WFP and implementing partners.Well established structures, a tradition of village level public meetings and decision making.Availability of government extension staff, WFP and NGO (local or international) personnel.

So far, this system is being conducted only in countries where stable populations are affected (Tanzania, Kenya, Malawi and Zimbabwe). The system has been implemented in South Sudan, which is not a stable environment. Please refer to Annex 13.8 for the CBTD flow chart.

2. What are the advantages and disadvantages of the four distribution systems?_____________________________________________________

The following table provides the advantages and disadvantages of each type of distribution system.

Advantages and disadvantages of different distribution systems.28

System ADVANTAGE DISADVANTAGEIndividual

Cooked mealsWhen:

2nd stage of emergencyUsed for:

Populations under threat &

iwth high malnutrition

No scope for manipulation or discriminationTarget group at risk (malnourished) Sure that food rations is eatenCan be self- targeting No registration or ration cards neededTransparentEasy monitoring Overcomes problems of limited fuel, utensils, water and physical access.

Extremely high cost (staff, material).Extremely time consumingPossible for small groups (1000 per kitchen) onlyTakes away beneficiaries participationNo possibility for exchanging rations so all nutritional needs have to be metRisk creating population concentrationsHealth risks with over crowdingFood stored & can be stolen Risk of attack

Individual Dry ration

When:

Applicable in early stage of an emergency with government or local authorities involvement (natural disaster only - see point

High cost Human resources intensiveLittle beneficiary participation

27 This term will be used in this entire Module and is currently used by WFP Tanzania. In Kenya and south Sudan, WFP utilizes the term of Relief Committees is utilized.28 Adapted from: Jaspars. Susanne. Solidarity and Soup kitchens . A review of Principles and Practice for Food Distribution in Conflict. HPG Report. Humanitarian Policy Group. 2002 and UNHCR. Commodity Distribution. Geneva. 1997.

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2nd stage of emergency or

natural disaster

Used for:Small, large unstructured populations

2.1 down below)IP or government retains control over delivery process right to household levelInitial control over beneficiary numbers Avoids abusive power relations and leadershipLess risk of unequal distributionEnsures that households receive food Easy to monitor

Registration and ration cards necessaryDifficult to register mobile populationsOver-registration of more powerful groups, leading to unequal distributionScooping could be difficult to monitor

Traditional leadersWhen:

1st stage ofEmergencyUsed for:Dispersed

populations in towns & in

camps

Quick to get started & implementedNo registration nor ration cards Social and cultural values of population respectedUse leadership structures in placeResponsibility to beneficiaries (self-monitoring)Low cost Reduces overhead costsIf access difficult, leaves monitoring to self-monitor

Knowledge of social structures & power relations essentialOutsiders ( IPDs) & socially marginalized likely to be excludedOnly effective in small, intact communitiesRisk of abuse when social structures broken down or replaced by military leadersLocal leaders under pressure divert to the military , favour relatives & more powerful Difficult to monitor: see vulnerable reachedTaxation and leakagesRe-distribution when agency left the “scene”

GroupsWhen:

Emergency stabilizedUsed for:

Large displaced

camps

Promotes social interactionTo help replace an unrepresentative leadershipLowers risk of abuse that may be associated with traditional groupsCommunity participation; women’s representationSelf-monitoringLow cost & lower amount of staff

Registration & ration cards needed Need for extensive information campaignsSubstantial management from WFP & IPAppropriate only in stable situationsEnsure leaders are elected so they truly represent communitiesResentment from traditional leadershipAbuses by group representatives may happen in some socio-political contexts

Community based

targeted distribution29

When:1st or 2nd stage of anslow-onsetEmergency

(say a drought)

Democratic, transparent & ensures accountable Support gender balance & 50% of committees rep. are womenReduces over head costs Enhances agency understanding of local societyPresence of agency staff not always required when VDC are well trained

System puts in place a new and apolitical committee structure which can be retained in non-emergency periodsVDC can be changed if the population dissatisfied with performances Decentralized decision-makers

Perception of vulnerability & entitlements of food aid often differ between communities & outsiders.Translating into difference between the no. people community considers affected & proportion of WFP targetingLocal representative may be under pressure to favour relatives, the more powerful Time consuming to establish truly representative FDC representativesIP needs identifying politically vulnerable & ensure they are representedLocal leaders may exclude outsidersIn acute crisis, traditional leaders may take overVillagers may have to share their rations with other not so vulnerable in their community

For the majority of distribution systems, the basic unit for distribution is the ousehold.

Topics such as “how to register - how to prepare/organize and how to implement a distribution - according to the systems presented here, are further discussed in Modules 2, 5 and 9 respectively.

29 Advantages and disadvantages are different to every country. System worked better in the Tanzanian arena (which is a stable one) than it worked in south Sudan (where population displacements occur frequently).

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_____________________________________________________

3. What are the three distribution modalities?

WFP food can be distributed via three modalities or “by whom”. They are:

1. Distribution through Government 2. Distribution through local or international NGOs3. WFP direct distribution

Advantages and disadvantages of different distribution modalities.30

System ADVANTAGE DISADVANTAGE

Government

(and its diverse local authorities or administrative

units)

Quick and efficient if local infra-structure sufficientFair distribution if accountableBuilds local capacityEfficient for a natural disaster context

Capacity may be limited May have financial or political motives for

controlling food; May be responsible for crisis e.g. forced displacement

High cost if local infra-structure needs to be re-informedCannot always be a neutral actionTaxation if resources are scarceExclusion of certain groups if unaccountableNot for massive influx of displaced or refugees

InternationalNGOs

Proven track record with WFPOften the MOU is already signed with WFPProven capacity of implementing food distribution for huge case loadsAbreast of WFP policies & technical requirements

May never have worked in the given countryUnder pressure to favour the donor policy from their country of origin.

Local NGOsPossibility of strengthening civil societyReduce overhead costsAccess to areas inaccessible to international staffContribute local knowledge

Possibility of creating of large number of new NGOsMay not be neutral or impartial because of their ethnicity and political affiliationUnder pressure to favour the powerful and divert to military

WFP

CheaperPuts pressure away from local NGOs (i.e. because local staff may be under pressure)Increased monitoringAccountability

Lack of experienced & skilled staff in food distribution & registrationLack of time due to other programmes to implement

Please note that situations may require that a local church may becomes an implementing partner.

30 Adapted from: WFP. Nutrition Handbook and; Susanne Jaspars (2000). Solidarity and Soup kitchens, A review of Principles and Practice for Food Distribution in Conflict. HPG Report. Humanitarian Policy Group and; UNHCR. Commodity Distribution. Geneva. 1997.

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3.1 Distribution through Government

What is the Process?

Food is handed over to a government and the latter takes over the entire distribution chain from storage to distribution to the beneficiary.

What are the considerations for choosing distribution through a government?

Usually governments are not involved in large scale of general food distribution but will be involved in FFW and/or School Feeding programmes.

Government distribution will also applies for developmental programmes such as vulnerable group feeding through the state Maternal and Health Clinics (MCH).

The following are general suggestions as to how and where it has worked in the past:

In stable situations, where civil administration functions well, governments can draw on networks of information, administration, transport and storage. It is therefore both quicker and cheaper than establishing a separate distribution network (Kosovo, Georgia, Ethiopia, Eritrea, Tajikistan etc.).

In emergency situations, when a natural disaster occurs, unless there is clear evidence of lack of inadequate infrastructure (El Salvador, Armenia etc.)

Government distribution will also applies for developmental programmes such as vulnerable group feeding through the state Maternal and Health Clinics (MCH).

3.2 Distribution through local or international NGOs Local, national and/or international NGOs may implement WFP food distributions31. Generally international NGOs are the main WFP’s partners in an emergency situations. It also happens that the international NGOs collaborate with local or national NGOs to strengthen their intervention capacity in terms of commodity management and distribution. What is the process?

WFP hands-over the commodities to a pre-agreed and designated hand-over point.

From that point on, the NGO is “in charge” of the food commodities.

The NGO must produce a Monthly Consolidated Monitoring Report (refer to Module 10) to WFP after each distribution cycle.

What are the considerations for choosing distribution through NGOs (either local or international)?

NGOs may already have the experienced and trained personal who know the area.They may have a better understanding of the cultural norms and socio-political environment.

31 See Module 11 for the WFP-NGO Standard Agreement or visit the WFPgo to look at the MOUs signed between WFP and international NGOs.

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NGO may have a better access to the local population because they speak the local language.They may already have established a distribution infrastructure.They may already have local partners with whom they have been establishing partnerships.The NGOs may be well accepted within the community.

3.3 WFP direct distribution

WFP has been involved in direct management of general relief distributions in the following countries: southern Sudan, Somalia, Sierra Leone. Many other countries reflects this trend.

As per the new MOU signed with UNHCR in July 2002, Uganda and Pakistan have been added to the list as pilot projects.32

What is the process?

WFP acts and an “implementing partner” and manages the entire food distribution up to delivery in the hands of the beneficiaries.

What are the considerations for choosing distribution through WFP?

Lack of reliable, capable and/or willing partners.

In certain given situations, in an effort to increase efficiency and/or control of the process.

When WFP is ready to deploy the required staff.

32 As per OHA, end of November 2002.

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Module 5.How to set up a Food Distribution?

Objective

To describe the practical process in planning and setting up a Food Distribution.

Introduction

This module describes WFP process in planning and setting up a Food Distribution from choosing and laying out a site to the type of equipment to use according to the distribution system you will implement. It also seeks to give practical guidelines as to how to set up a distribution centre.

Why is this module important?

Prior to start a food distribution it is important to plan and set up carefully the system and the modalities in which the commodities will be measured out. This module introduces a number of concrete points to prepare a food distribution.

What does this module aim to achieve?

To describe the number of sites needed, the practical factors in choosing and laying out a site.To suggest frequency intervals according to the beneficiaries needs and the agency capacities. To suggest a basic layout of a distribution site (namely the corridor or chute system). To describe the measuring modalities which exist.

_____________________________________________________

1. What are the factors to weight when determining the number of distribution sites ?

As a general principle, distribution sites should be located as close to beneficiaries as feasible. However, there are trade-offs in selecting the number of distribution sites. Numerous sites will reduce the travel time for beneficiaries while increasing the cost and the amount of human resources needed for WFP and/or its IPs (presence of staff for distribution and monitoring). On the other hand, having a few distribution sites can cause difficulties in large distributions as the distribution process will take longer.

More specifically, the numbers of distribution sites will be determined by:

The beneficiary numbers located near by the site. WFP recommends one distribution site for about 15,000 persons.The need to construct a new site structure and/or the amount of work entailed in re-organizing an already existing structure.The number of experienced and available staff members.The type of distribution system being operated (some require less sites than others).

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The distribution interval cycle. The security concerns

Bear in mind that more distribution sites may be needed for dispersed populations to prevent the set up of “unwanted camps” around distribution points. The table down below describes the advantages versus the disadvantages of having a few or many distribution sites.

Advantages versus disadvantages of having a few or many distribution points

Advantages and disadvantages of having a few or many distribution points

Fewer distribution points Several distribution pointsADVANTAGES

Fewer staff needed Less infrastructure (fewer roads,distribution sites) neededLess logistical and planning management

Easier access for women and vulnerable groupsShorter journeys homeBeneficiaries can see distribution taking place – easier self-policingSpecial arrangements for weaker groups are easierFewer crowd-control problems

DISADVANTAGESLonger journeys homePotential crowd problemsDifficult for beneficiaries to see distribution – lack of self-policingDifficult access for weaker groups

More staff Higher duplications of beneficiaries (if distributions are not taken simultaneously)More transport requiredMore structures, roads, access and sites neededMore expensive

_____________________________________________________

2. What are the factors to assess when selecting a distribution site?

Once you have determined the number of distribution sites required, you will need to look into the type of structures you will use. There are two types of sites which are utilized:

A) The ones who may already exist such as schools, community, government buildings and/or religious institutions (military camps or political offices should be avoided). When utilizing a community centre (like a clinic or health centre) it will be important to coordinate the distribution schedules with the community own activities so that no conflict in usage will occur.

B) The ones you may need to construct often in the case of a displaced camp.

Regardless if you choose an existing structure or building a new one, this is a list of factors to considerate prior to choosing a distribution site:

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2.1 General Considerations

Sufficient space for all the activities associated with the distribution centre, including storage, deliveries and distribution itself and queuing of beneficiaries.Accessible from the road in a secure area (from the border).33.Located on solid ground and located also at least 50 to 100 meters from the nearest houses and in an open area, away from crowded places (like markets and hospitals).Ensure sufficient space for a maximum of 20,000 beneficiaries in a given distribution day.Ensure that storage of commodities close to distribution point.Access to water and sanitation and first aide services (for staff and beneficiaries).

2.2 Gender Considerations

Easily accessible for women. Women should not have to pass through areas they find threatening or where they may be exposed to harassment.Same considerations may apply for men.

2.3 Access for beneficiaries

Travel distance for dispersed population should not exceed 5-10 km (or less than a four hour walk to the distribution site) so go to and return from the distribution is done within one day. Avoid beneficiary passing through military points to reach the distribution site.

2.4 Logistical considerations

Access for delivery vehicles. Sufficient space for trucks to deliver food to the centre. Ensure availability of parking and sufficient turning space and; easy access to the store. Assume that all the trucks will turn up at the same time. Site should be separated from the commodity storage facilities.Storage facilities must be accessible for food deliveries during all seasons.Land ownership, the land should be provided for the sole use of distribution. Agreement must be reached with the owner that the site will be provided free for the duration of the distribution programme (usually the land provided for a distribution centre is Government-owned).Tarpaulins to keep the food dry (if there is no storage).Avoid depressions, swamps and river banks and choose a well drained site.

_____________________________________________________

3. What are the factors to consider when laying out a distribution site?

_____________________________________________________

The layout of a distribution centre should enable quick and efficient distribution of food and non-food items. It should ensure that beneficiaries go through the distribution in a minimum of time. Of importance, the ones receiving food are separated from those still waiting at the entrance of the site. Last, beneficiaries should not have access to the store nor should the stock be visible.

33 For refugees operations, UNHCR stipulates 50km.

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3.1 At the on-set on an Emergency

At the onset of an emergency, the design of a distribution site will be rudimentary. There may be no physical structures; tents or tarpaulins may be used. However, it is still possible to plan the distribution centre in such a way as to enable an efficient distribution while avoiding chaos. The five general rules should be adhered at all times to provide the most equitable distribution for the beneficiaries and to ensure safety of the distribution staff:

Separate storage and the distribution point. Do not allow crowding around the distribution point.Ensure an entrance and exit point in distribution area. Do not allow passing through the distribution point more than once.Separate beneficiaries from the commodities and the distributors.

3.2 When the emergency has stabilized

In addition to the six general rules, this is a more exhaustive step-by-step plan to observe for the lay out of a “real” the distribution site:

Sites enclosed by a fence and clearly delineate the boundaries of the distribution site. Adequate storage ensured for commodities, which may need to be pre-positioned.Shaded or a roofed space/areas (to avoid sun or rain) for the “waiting area”. It applies for group re-distribution of food commodities.Build one entrance and one exit to avoid beneficiaries’ movement from one area to another. Ensure that beneficiaries who already received their commodities leave without passing in front of those who have not yet received theirs.Build a specific emergency exit for staff.Where possible, store the commodities out of sight of the beneficiaries. At the point of distribution, there should be a barrier between the beneficiary and the distribution assistant.Different commodities should be distributed from different bins. Allow for sufficient space between the different commodities to enable a constant flow of people through the centre. If one commodity takes longer to distribute than another, two bins can be used for that commodity or this specific commodity should be located at the beginning of the distribution chain so it does not slow down the process.For scooping, ensure that the distributors can easily scoop commodities into the beneficiaries' containers.Ensure that all entrances and exits to the centre are easily secured.

A distribution site layout is suggested in annex 13.9. It is based on the information given in this chapter. However, when an agency utilizes an already existing building, one may have to adapt to the existing structure.

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4. What factors need to be taken into account when deciding on the food distribution frequency intervals ?

The distribution cycle is the time period between the rations’ distribution. The frequency must be considered carefully from the perspectives of both WFP and the beneficiaries. Non-food items such, as plastic sheeting, clothes and cooking utensils are generally a one-off distribution whereas food is an on going need be distributed on a regular basis.

Even though the ration is set up in terms of per person per day, it will be only in extremely rare cases that a daily distribution will take place; it only happen in the case of on-site wet feedings. Refer to Module 3 for further information.

The more commonly used distribution frequencies are:

Weekly 10-dayFortnightly (15 days)Monthly (based on a 30-day month)Three to six months

Advantages and disadvantages of short and long distribution intervals.

Advantages and disadvantages of short and long distribution intervalsWeekly Distribution Monthly

ADVANTAGESDistribution takes less timeBeneficiaries have smaller to carry and store – less risk in a conflict situationGreater flexibility when deliveries are uncertainEasier pre-positioningScarce commodities can be included more frequentlySome items can be distributed less frequently (e.g. at every second distribution) Greater flexibility to compensate for adjusting ration size

Better when beneficiaries have far to travel or busy schedule (think of women multiple roles)Less logistics requirementsLess distribution effortsLess costlyLess scope for manipulationFewer staff involved

DISADVANTAGESBeneficiaries must devote frequent time to food distributionMore deliveries requiredMore staff Increased logisticsMore monitoringMore scope for manipulationBeneficiaries may be encouraged to abandon their homes and settle around the distribution sites

Distribution take more time so longer waiting timeLarger quantities to carry and store at home for beneficiaries Items likely to be sold, or stolen from, beneficiariesShort-term delivery problems are more serious for the beneficiariesGreater likelihood that distribution sites will be raidedMore security staff required

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General considerations

Two-week distributions are recommended for concentrated populations, say in a displaced camp while monthly distributions are recommended for scattered populations (e.g. in rural areas).

As a general principle, the distribution cycle must be predictable and known and understood (ration wise) by the beneficiary community.

It is recommended to set up and co-ordinated to ensure simultaneous distribution in neighbouring communities/camps to and reduce the likelihood of double distributions.

Failure to ensure a regular distribution cycle could undermine confidence within the beneficiary community. It may lead to insecurity and increase the manipulation of the system by the beneficiaries.

5. What are the different modalities to measure food rations and what is the equipment required?

There are two types of modalities which exist, one, rations are scooped one by one into beneficiaries containers (or bags) and second, food is distributed in bulk to group leaders who in turn re-distribute it to the group members.

Food can either be distributed by volume or by weight. However, whatever the system you have chosen, ensure that the method will be fair and equitable when measuring out the ration to the beneficiaries to avoid people receiving more/less than the planned entitlements.

5.1 What is distribution by volume (or scoops)?

Scooping is often used when bulk distribution is not possible and where the case load is smaller.

Ideally:

The food distributed by volume should use standard calibrated metal scoops (or measuring cups), which are designed to measure the established rations of a given commodity.

Distribution devices manufactured should clearly identify the marking to designate the intended commodity and the calibrated weight.

Manufactured scoops can come in the following grams/kg: 50-100-200-500 grams and 1kg-2kg-5kg-10kg-20kg.

In practice:

The use of calibrated and manufactured devices is not always used due to the nature of certain distributions (say in emergencies).

Often, old tins, buckets and bolls culturally recognized by the community are used as the scooping devices.

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As the ultimate resort, one can also “improvise” with cutting down plastic jerry cans and water plastic bottle (remember that these two will lose their shape with use and/or their holding capacity). To do so, level off the commodity and draw a line to indicate the level the ration comes to and cut the scoop to size (if it is a jerry-can and/or a plastic water-bottle).

5.1.1 Special considerations on scoops

Standardised for each commodity, especially for cereals, as the same volume measuring cups will give different weights of (e.g. cereals, depending whether the cereal is maize and/or sorghum etc.).

Durable, accurate, available, simple to use (familiar to the distributor person), comprising solid handlers) and used in a transparent manner.

Made at one central point to ensure that certified scoops of the same size are used in all the distribution centres.

Flexible to adapt to frequent ration sizes changes and not culturally offensive.

Made of materials that comply with hygienic practices in the food handling industry.

Should be kept clean by the Field scoopers (especially for flours and pre-cooked food).

Regularly checked by the Field Monitor to ensure that they have not been modified for over or under scooping.

Demonstrate in counting the number of scoops in one bag, to convince recipients about the exactitude of the new tool (if knew).

The responsibility of UNHCR to provide scoops in refugee situation and WFP policy up to now, has been to let the IP to obtain their own scoops.

Included in the operation budget to cover the design and manufacture of distribution tools, certification costs, and for the repair and replacement of measuring devices if necessary during the life of the project.

5.1.2 How to use the scoops?

Place the tin or the chosen container on a scale and fill the tin with the commodity (e.g. maize) up to the weight for one person entitlement for that specific commodity. The process must be repeated for every person and every food commodity the food basket contains. For example:

One scoop = one ration or Ration = 400 grams/maize/person/day

Monthly requirement = 12 kgs/per person =If distribution is conducted on a 2/weeks basis = 6 kg maize meal

It means that you should manufacture a scoop to contain 6 kg maize meal when filled to the top and levelled off.

Some scoops may also be made to equal a household ration say of 5 persons. All the designs depend of the needs at the distribution point.

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5.1.3 What can be the negative results of under and over scooping?

Under-scooping of food can lead to significant inequity in the distribution. Under-scooping of high-value commodities (oil and sugar) is especially prevalent. For only 20,000 persons if under-scooping represent only 1% it will total over one tonne of food commodities.

Over-scooping also results in an unfair distribution of food and in misappropriation. Decisive corrective action must be taken to stop misappropriation as soon as witnessed.

5.1.4 How a beneficiary may complain if s/he feels that there has been unfair scooping?

Should a beneficiary be unpleased with his/her ration, they should be allowed to weigh out their rations to check if they have received their proper entitlement.

To this effect, random weighing scales (Salter scales of 100 kgs) placed at the end of the distribution center is very effective for beneficiary self-monitoring and measuring the accuracy of the ration distributed.

5.2 What is distribution by weight?

Distribution by weight means that you weight a family ration or a pre-calculated amount for a group ration. The amount to measure is calculated ass follows:

Say a group of 10 families of 5 persons each = 50 persons for one commodity = 50 food rations x 400 grams/maize meal/person/day X 14 days

Total entitlements = 280 kg for maize

Ideally, weighing out all items distributed in front of the recipient is the most effective way of ensuring a fair distribution.

5.2.1 How to use the weighing scales?

To weigh commodities, 100 kgs Salter scales are required (the scales should indicate 50 grams graduations).

Find a point strong enough to carry 200 kgs, from which the scale can be hung from (if you have a hanging scale) if not, find a levelled area to put the scale. Make a mark using a coloured tape. It can be placed on the scale dial to indicate the “full point” for the established ration.To weigh commodities such as vegetable oil, a bucket or similar container will be required. Do not forget to weight the bucket and take the weight into account when weighing the oil.

Ensure the scale is visible to all beneficiaries at the end of the distribution line and is located in the distribution area. Platform and hanging scales come from 25 kg to 100 kg, should be accurate and durable and be certified for use by local authority.

5.2.2 What to do when the commodities bags do not weigh their full weight?

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For various reasons, including humidity, moisture contents and selling of commodities by either a transporter or official, original commodities bags may not weight the assumed weight (say a 50 kg becomes a 48.5 kg). Up to 5% of commodities delivered are below their waybill weights. Please refer to Module 12 to know how to go about requesting the right quantity of food commodities for the distribution.

Practice has that while moving toward the end of the distribution, scoopers compare the remaining bags against the number of recipients left to distribute food to, and adjust the scooping accordingly34 (i.e. under-scooping to beneficiaries) to avoid food shortages. To avoid such practices, the solutions suggested are:

1) Systematically practice random sampling of bags weight when downloading the food to distribute.

2) Request for an extra 5% extra food entitlements to avoid these problems.35

5.3 What are the pros and cons of scooping versus weighing?

The two modalities of distributions have been addressed. The following table gives an overview of pros and cons for each modality.

What are the pros and cons of scooping and weighing?

METHOD PROs CONs

SCOOPINGMost effective when ration scale and frequency remain constant over time

Time consuming for large case loadsIntensive staff supervision and controlErrors likely to occur if local tools which are often not calibrated Lack of levelling while scoopingHuman error easy to go un-noticedSize of scoops may be different from individual ration sizeWear out rapidly (monthly in Angola)36

Difficult to adapt to changing food rationsInaccurate in some countries37

Ration size need to be rounded up VERSUS

WEIGHING

Advantageous ration change from time to time (e.g. early in an emergency when new arrivals need food)Is a fairer distribution system

Is faster than scooping More accurate when weighing

scales are used.38

Means more practice and training than scooping

34 Ibid. World Vision International. 35 See Module 12 – which addresses the issue of Food release note quantities being issued by programme and where logistics has to deliver the right amount requested.36 As per World Vision International Study commissioned by WFP. 2001-200237 As per World Vision International – tools were inaccurate in Kenya 5 out 8 times; 2 in 7 times in Azerbaijan and 3 out of 6 times in Sierra Leone.38 Source : The World Vision International study commissioned by WFP conducted in seven countries world wide.

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However, in the case of Ethiopia, for example, with a 3 million case load39 and 1,500 distribution points, it is impossible to either scoop or weigh food rations. The distribution interval is conducted on a monthly basis and wheat is distributed to targeted households of 5.5 persons which amount to about one bag per household per month. Hence, bags are directly distributed. This is often the case in other distributions in which WFP is involved. In south Sudan, for example, a bag is allocated per woman.

39 Refer to the WFP Ethiopia EMOP 2002.

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Module 6.How to ensure involvement of beneficiaries

in a Food Distribution?

Objective

To describe the practical process in ensuring the involvement of beneficiaries in a foodDistribution.

Introduction

This module describes the process in ensuring beneficiaries involvement and participation in a Food Distribution.

Why is this module important?

This module will address and describe the minimum requirements needed to ensure that all stakeholders are being informed, coordinate and take part in a distribution process. Failure to ensure participation of all stakeholders may jeopardize the distribution and thus distribution goals will not be reached.

What does this module aim to achieve?

Describe why it is important to ensure participation of beneficiaries and especially of women.Describe WFP Commitments to Women and how to increase women’s participation in all phases of a food distribution. Describe how beneficiaries can be involved and how we can better informed them about the food distribution system and their entitlements.

_____________________________________________________

1. Why beneficiary participation is important?

It is in the interest of all stakeholders that distributions are done in a participatory manner. Although a time consuming and slow process, rewards are usually assured when commitment is involved. By ensuring effective beneficiary participation, WFP may be able to work “with” rather than “against” the objectives.

Part of the job is to try to identify the different groups which exist such as: traditional and political leaders, the educated (nurses, teachers etc.) and, above all, identify the new leadership which may emerge following a military coup or for groups in exile etc. By knowing who is who, you will be able to strategize your information campaign.

Knowledge of the socio-political structures and working with true beneficiary representatives (including women) is a long and arduous process that is an integral part of WFP’s work in the field. It goes over the fact of organizing “Food Distribution Committees” and electing their representatives. It entails for WFP and its IPs to be there, listening to the people and sharing from both side constraints and information related to registration and distribution.

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_____________________________________________________

2. How to involve beneficiaries in the planning and actual distribution?

Who to involve in the distribution system and how, has to be carefully thought out. Systems should be open to change as the nature of the distribution system changes. Selecting representatives of the affected community is a highly political action and must be treated with extreme sensitivity. Great care must be taken not to perpetuate corrupt leaderships who do not put the interests of the wider community first, but rather aim to perpetuate their own power base. Commodities, especially food, are power; we need to ensure that this power is not abused. Careful monitoring of the distribution is therefore essential (refer to Module 9).40

The extent to which people feel able to be involved in the distribution will also depend on the effect of the disaster on their social structures.

Communities affected by slow-onset drought or other natural disasters may remain intact and continue to function well, enabling them to participate in the distribution process.

By contrast, communities, which are severely affected by war and civil strife, may not, at first, be able to assume a significant role in the distribution process; they are more likely to do so as the situation stabilizes and civil structures emerge.

Participation in a food aid programme and for some beneficiaries participating in the Village Distribution Committees, may serve to reinforce their sense of dignity and worth in times of crisis. It may also serve to stimulate civil society. It generates a sense of community and ownership, which can help ensure the safety and security of those who are receiving assistance, as well as those who are responsible for its implementation.41

By sensitizing beneficiaries, WFP and the IPs can help build the community’s capacity in fully be involved in the decision-making, planning, programme design and implementation of the distribution process.

Motivate the local community to mobilize their members to assist in all stages of distribution. Meanwhile WFP (or the IPs) will act as guidance and supervisors.

Promote participation within the community. Look for, involve and support existing grassroots organizations and networks. Establish links/networks. Make them feel supported and important.

Knowledge of the community as a whole allows the use of existing community structures to meet the needs of the less powerful as well as providing a vehicle to organize them.42

Remember, social change is a long process, which requires frequent visits and/or a sustained presence.

By ensuring local communities participation in the entire process WFP ensure a more equitable and effective distribution.

40 CONCERN Ireland. Food Distribution Guidelines.199741 Sphere Projet. October 2002.42 Voutira, Eftihia. Improving Social and Gender Planning in Emergency Operations: A report commissioned by WFP. Oxford. 1995

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What are the key elements to ensure a maximum of beneficiary involvement?

There are numerous ways in which people can be involved in the food distribution programmes, they are:

1. Involve and sensitize a cross section of the community (from local leaders to teachers, nurses, women, vulnerable, elderly etc.). Avoid the one way of information flow i.e. from the agency to the local leader.

2. Ask communities to supply households’ lists for the registration (depending of the situation as you may require to conduct a “formal” registration).

3. Form Food Distribution Committees. The representatives should: Democratically be elected and represent a cross section of gender, age, ethnicity

within the community. Ensure women’s participation (at least 50% women). Acknowledge political and religious leaders and ensure their representations. Agree upon roles and functions when the committee is set up. Hold regular meetings to discuss distribution information and issues. Be one of the main channels to disseminate information to the community. Ask the beneficiaries to provide to WFP or the IP their continuous inputs.

4. Participation can also be achieved through polling and discussions. This can take place during a public meeting or during distribution.

5. Engage and keep talking to the vulnerable groups you have identified to collect their reactions/points of views.

6. Ask beneficiaries to elect two or four Ombudspersons (equal representation of a man and a woman) in order for beneficiaries to lodge their complaints in a discrete manner.

7. Give specific daily tasks to beneficiaries such as: interprets, registration assistants or enumerators, scoopers, checkers, off loaders, personal to weigh food rations, crowd control and security guards etc.

Amongst these elements, the one main task for WFP and its implementing partner is to ensure that staff at all levels listen to what people have to say and make note of it.

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3. How can you increase women’s participation in a food distribution?

It is recognized that almost in all cultures, women are the households’ food managers. When a displacement occurs and/or another type of emergency, say a drought, household’s food security stocks are depleted and food becomes the main need. In these situations, women’s contribution to the daily food security becomes paramount.

If the food distribution is unfair or not adapted to an equitable and fair access, there are chances that their families will suffer.

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When they have the ration card in their name and are present when food is distributed, or receive it directly, it is more likely that the food is taken home and cooked for the benefit of all household members.

However, in some cases, due to the heavy load of the food entitlements to carry and/or security concerns, women have suffered from being the ones receiving the rations.

Prior working with women, agencies must be aware about their specific roles within the society and the culture and religion constraints surrounding them. There is a qualitative information gathering to be done regarding their lives prior to the emergency. In some cases, an assessment of the beneficiary’s role in their communities will already exist in others, not. Never underestimate the ground/ work; it is instrumental if women are to be involved.

Once you know more about them, you must establish the factors that are likely to affect the nature of their involvement as a result of their new situation and/or environment.

All this factors should help you draft a strategy to involve a fair representation of women in a food distribution while taking into account their new roles.

In Annex 13.13 there is a Table that discuss how beneficiaries and agencies can increase women’s participation in the food distribution process (from design to monitoring).

What are the WFP Enhanced Commitments (2003-2007) to Women?

Enhanced Commitment IV: Contribute to women’s control of food in relief food distributions of household rations43

It refers to operations in which household food rations are distributed as relief to populations dependent on humanitarian assistance (usually refugees and internally displaced). WFP will pilot test the issuing of food ration cards in women’s names44 and the use of transparency measures that improve women’s access to and control over food. Specifics are addressed under the How to increase women’s participation in distribution Table found in Annex 13.10.

Enhanced Commitment V: Ensure that women are equally involved in food distribution committees and other programme-related local bodies.45

Women’s active participation in food distribution committees is instrumental for effective food management and helps ensure that their priorities are considered. It is important to distinguish between representation and active participation that shapes decisions.

Enhanced Commitment VIII: Make progress towards gender equality in staffing, opportunities and duties... 46

43 These Enhanced Commitments for Women also underlines Registration and Distribution issues which are addressed in Module 2, 4 & 8.44 List of countries to be provided by the Strategic and Policy unit.45 Adapted from: WFP. Gender Policy. Enhanced Commitments to Women to Ensure Food Security. 2003- 2007. For approval. Executive Board 2002 46 Adapted from: WFP. Gender Policy. Enhanced Commitments to Women to Ensure Food Security. 2003-2007. For approval. Executive Board 2002

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4. How to keep beneficiaries well informed?

The best way to inform the beneficiary is through a constant dialogue with them topped by a major and continuous public information system established. No one should rely entirely on the local leadership to diffuse the information pertaining to beneficiaries’ entitlements. Some local leaders may have hidden agendas for the information to be kept “secret” for certain groups of the population.

Once the date of the distribution has been set, the information campaign can take the following forms prior or during distribution:

4.1Prior a distribution

Once it has been decided how to hand over the commodities it is imperative to inform beneficiaries on the following:.

The quantity of each commodity that they will receive and the mechanisms in place for them to verify their food entitlements.The container(s) they must bring to receive the food commodities.The time at which they should turn up at the distribution centre.To bring their ration card or any other form of identification.The number of household members who should be present.

Other activities should also be planned:

4.1.1 Dissemination of information to beneficiaries

Hold general and regular community meetings with community leaders, community representatives of the food distribution committee, women’s groups, representatives of the civil society (women’s and religious groups, teachers, social workers) etc.

Do not confine the information diffusion to only one “interest” group.

Beneficiaries should also be informed as to what they should do at the distribution centre (especially if it is the first distribution).

4.1.2 Communication means

Post “entitlements and information posters” throughout the community (water points, Health Centres and also at the entrance and the waiting area of the distribution site).

The posters must be simple and be written in the local language – use symbols, pictures (as in some countries, there is a high percentage of illiterates) and should contain the following information (see in Annex 13.11 for a pro-format):

o Date of the distributiono The venue of the distributiono The time households should be present (this is specific to villages or camps

which are divided and where the same distribution point is used for different groups on different days) and;

o The food entitlements for each beneficiary person.

Distribute information pamphlets at the Maternal and Health Centres.

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Organize oral and visual communication through dance, story telling, drama in the streets concerning the food entitlements or any other related matter/message you wish to share.

Make use of the local radio (if available).

4.1.3 Target audiences

For targeted dissemination of information addressed to children under five, pregnant and lactating women, use the health centres, maternal and health care clinics, and women’s group and projects.

Remember that you must:

Ensure that the information will reach women and vulnerable (especially elderly people).

Keep the beneficiaries informed at all times (be it for the entitlements or a change in their rations) otherwise, misinformation may spread rapidly and;

Ensure (check constantly) that information is not monopolized and manipulated by special groups within the beneficiary population.

To involve more women, please refer to the Table on “How to increase women’s participation” in Annex 13.10

4.2During a distribution

Provide beneficiaries with measuring equipment (scales and show them how to use it to weigh their ration). This will allow beneficiaries to understand the commodities measurements.

Use local interpreters (male and female) to assist beneficiaries in understanding.

Ensure that a woman and a man act as “Ombudspersons” to collect complaints from the beneficiaries.

Use megaphones during the distribution and repeat the information on food allocations.

Let pregnant and lactating women with several children, as well as elderly and vulnerable to collect their rations first.

As mentioned earlier, it is better for children to be left at home or at a kindergarten near by the distribution site.

To involve more women, please refer to the Table on “How to increase women’s participation” in Annex 10.

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Module 7.Staffing issues for a food distribution

Objective

To describe the staffing requirements for a food distribution

Introduction

This module seeks to give indication as to which types of tasks are required to conduct both a registration exercise and a food distribution.

Why is this module important?

This module gives an overview of the job description of staff involved in a food distribution. It also provides additional information on daily tasks some staff may have to undertake.

What does this module aim to achieve?

To describe the Generic Job Profile as per HR Directive 2000/006.47

To describe additional daily tasks that may be required to conduct a distribution.To describe the team composition when registering.

1. Staffing issues

The key element in a food distribution is the involvement of qualified and experienced staff. The actual staffing numbers and level of seniority will be determined by the following elements:

type of projectnumber of distribution points where distribution take place on a given daysheer number of people to feed and financial resources.

For dispersed populations or massive influx of displaced, it is often likely that more staff will be required as more distribution points will be used.

47 The “Generic Job Profile” has been developed through the review of existing WFP jobs throughout the world. Not all jobs are performing exactly the same, some perform all the tasks described, others may perform a few and some may only perform one of the tasks. For additional information on the content and use of Generic Job Profile please refer to HR Directive 2000/006.

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Where to recruit from?

To reduce, personal bias, favouritism and vulnerability to pressure, WFP often recruits staff from outside the affected community.

Other distribution staff would normally come from the affected community.

WFP will contract its staff following the UNDP Rules and Regulations. WFP is using more and more the Service contract holder as it is the most useful option in terms of contracting staff.

During an emergency, there are focal points which exist at the regional level to handle and organize influx of newly recruited staff.

For more information, contact your HR officer.

2. What are the types of tasks required to register a case load?

2.1 What should the registration team composed of?

Tasks such as senior supervisor, centre supervisor (for enclosed registrations), enumerators or clerks, translators, crowd controllers, police, compose the basic and specific tasks a registration team may have to undertake during the course of a registration.

In addition, a “trouble shooting team” should be set up. It would respond specifically to particular cases.

The registration Team leader will be an international staff with previous registration experience. It is recommended that one international staff manages a given registration site.

Registration supervision is a key component during the entire process. Managers must ensure that senior staff supervises the overall process. Special attention to the filling of the registration information by enumerators is essential.

2.2 Where to find the staff needed to make up the registration team?

WFP will have likely have a choice between two alternatives:

Insiders (i.e.  from the community of beneficiaries): They know the beneficiary but they have vested interest or may be under pressure to abuse it.

Outsiders (i.e.  not from the community of beneficiaries): They have no vested interest in cheating the system but they  might  not know the language, customs, social structure

However, the circumstances will dictate which kind of staff we can employ.

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.2.3. Factors to take into considerations when you make up your registration team

Calculate the following:

Usually, a team of two enumerators (or clerks) can pre-register 600 to 800 persons per day (i.e. distribute tokens at household levels). The numbers are increased in a public place or in an enclosure.

Concerning registration, an enumerator can in average, register 50 households per day.

3. What are the job descriptions required to implement a Distribution?

Not all distribution systems are implemented in the same way nor require the same amount of staff. Hence the list provided down below is a general summary of job descriptions which may be required for a major distribution.

The same job functions may and can overlap in situation where only a few staff is available. In other context and some staff can also be used to participate and assist in the registration exercises. It is up to each country office and sub-office to decide.

All staff is most likely to report to the closest Head of Sub-Office or at field level, to the highest ranking WFP office (it may be the Food Monitor or the Logistician, again, depending on a case-by-case basis).

In the two lists provided down below, the first part covers the WFP Generic Job Profiles. The second introduces daily specific tasks that may require to be executed by staff in some circumstances but they are not a part of the WFP Generic Job Profiles.

3.1The List of Generic Job Profiles 48

These are the official WFP Generic Job Profile.

1. Field Officer

The main role is to monitor the overall number and status of persons in need of relief assistance while visiting distribution sites to check on the food availability in relation to the established number of beneficiaries.

The Field Officer will also be involved in all the aspects of the Distribution Monitoring. Last, s/he will be involved in the inter-agency Food Committees.

48 As per WFP HR directive no 2000/006

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2. Logistics Officer

The Logistics Officer will be involved in the logistics aspects of commodities movements and distribute them according to requirements.

3. Logistics Assistant

The Logistics Assistant is to assist sub offices in distributions and control of food and non- food aid.

The Logistics Officer will be involved in the logistics aspects of commodities movements and distribute them according to requirements.

4. Field Monitor

The main role is to supervise the efficient distribution of food items at the site and ensure proper distribution of entitlements and verify appropriate entitlements are distributed and provide feedback to Field Officers and others on the distribution.

The Food Monitor will also be involved in all the aspects of the Distribution Monitoring. S/he may be involved in the inter-agency Food Committees as per the request of the supervisor.

5. Storekeeper

Supervise the off-loading and stacking of the commodities and ensure that clerks assigned to the various stores, and keep records of the food stuff offloaded/loaded at storages sites, adhering to WFP systems.

6. Security Guards

The main role is to ensure security of the premises, advise and recommend security procedures and investigate and report all incidents on WFP grounds.

3.2Additional daily tasks that may be required in view of a food distribution 49

Generic job profiles have been discussed in the paragraphs above. WFP recommends that they be used. However, it may happen that in addition to the already existing GJP, some specific daily tasks may be required in a given context. This refers specifically where WFP undertakes direct distributions50.

1. Distribution Site Manager51 - Daily specific task

To run the day to day of the food distribution site and manages the food distributions. S/he may prepare the Monthly Commodity Report.

2. Distribution Point Supervisor/Chute Supervisor - Daily specific task

49 They are not part of the Generic Job Profile.50 As an example, in Uganda, Pakistan and Sierra Leone, WFP is now testing direct distribution in lieu of UNHCR in refugee camps. This is part of an agreement between WFP and UNHCR in the latest July 2002 MOU.51 These are additional tasks taken from CONCERN Emergency Guidelines. 1997.

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Each distribution point/chute should have one Supervisor. The role of the Distribution Point/Chute Supervisor is to ensure that food is pre-positioned in the distribution site/point/chute and control that the correct food ration commodity is given to each beneficiary or group of.

3. Distribution Agent/Checkers/Scoopers – Daily specific task

There should be one distribution agent for each commodity at each distribution point/chute. The distribution agent is responsible for physically giving out the commodities based on the agreed quantities.

4. Animators – Daily specific task

There should be at least one animator at each distribution centre. The person keeps the beneficiary informed on the distribution process and reiterates the food ration entitlements.

5. Off loading personal – Daily specific task

The off loaders unload the trucks, pre-position the food and assist the distribution agents with handing over commodities to the beneficiaries.

For additional and specific information about specific daily tasks, please refer to Annex 13.12 where a list of additional specific tasks which may be undertaken or required to WFP staff has been drafted.52

4. What are the types of tasks required for a Community Based Targeted Distribution?

Enclosed is a list of tasks required by every group of stakeholders involved in the distribution process in the Community based targeted distribution system. Due to its participative nature, it uses more local personal on a volunteer basis 53 to implement the food distribution. This is the reason of the presentation in this chapter.

District and/or Region Steering GroupOverall coordination and supervision of relief operations at the district level; provides a conducive environment to lead and partner agencies to operate in; selects the beneficiary communities; approves the lead agency (and/or implementing partner agency) and provides security of the food storage and transportation at the district level.

Implementing partner agencyCo-ordinates food distribution and reporting in the district; receives food from either the Government, WFP and Donors; organizes transportation of food to the distribution sites; trains local agencies & supports training of Village Distribution Committees and monitors food movement and distribution & reports to the local district authorities and WFP.

52 These additional tasks do not replace the Generic Job Profiles. This is only additional tasks that an employee or someone working for an IP may have to perform. Please refer to the GNP and your regional HR officer if you have any questions.53 Note that WFP has a HR directive HR97/003 “WFP Voluntary Assistants”. Refer to WFPgo – HR Directives.

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WFP field monitors (specific to the CBTD)Give technical assistance to all stakeholders – organize workshop at governmental level; link between the country office and the field and monitor the entire process & check monitoring reports for discrepancies.

Partner agenciesMobilize communities; oversee food distribution in the area of operation; train community relief committees and provide food storage.

Provincial AdministrationCall for the public meetings and election of Relief Committees; ensure that there is no political interference in the distribution; ensure general security; oversee the distribution without getting involved in the actual scooping; monitor the implementation.

Village Distribution Committees

Responsible of community level targeting; sets beneficiary selection (targeting) criteria; registers beneficiaries; receives, counterchecks and signs for food; arranges offloading of trucks; manages food after it has arrived to the community; distributes food to beneficiaries and keeps records of food distribution

BeneficiariesElect Village Distribution Committee; ensure gender balance in the relief committee; offload trucks (volunteer work) and assist in the security of stored food in the community

Partner agencies' food monitorsMobilize communities together with local administration; train VDC; facilitate community based activities connected to food aid and monitor food distribution

5. What about staff payments and incentives?

WFP abides by the host government life cost survey which regards to payment of national and/or refugee staff. Often, however, refugee staff will not be allowed to receive any payment. They may, however, be allowed to receive an incentive (in cash or in kind) for working. This is up to the Country Office to decide what it seems more appropriate to pay.

When employing local staff from the host community, it is necessary to pay them the going rate. Local labor law and custom and practice must be followed.

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Module 8.How to plan a secure Food Distribution

Objective

To describe the practical steps to take to ensure a secure food Distribution

Introduction:

This module describes the various steps involved to ensure a secure Food Distribution.

Why is this module important?

Prior starting a food distribution it is important to plan carefully the security components of a food distribution and assess the impediments which could eventually harm both staff working at the distribution site and the beneficiaries.

This module introduces a number of practical points to take into consideration when one sets-up a food distribution and how to maintain security and crowd control during the entire distribution process.

What does this module aims to achieve?

To describe the security practicalities surrounding a food distribution. To describe security components for staff in case of crowd agitation.

1. Who has the responsibility of security during a food distribution?

1.1 Government Role

It should be the responsibility of the host government to maintain security during a commodity distribution since it arises from every government’s inherent role in maintaining law and order within its jurisdiction.

1.2 WFP role

WFP or the IP liaise and inform the local authorities, well in advance, of the exact time, place of distribution and number of people who should receive food commodities. The implementing agency also requests representatives of the current local authorities to be present at the distribution points.

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2. What are the crowd control and safety measures you can take to ensure a secure Food Distribution?

Prior looking into technical issues, one must assess the overall social, political, religious and cultural environment in which the distribution is going to take place. These factors must be taken into consideration while designing and organizing the distribution (refer to Module 1).

Always keep in mind that any food distribution can pose a security problem. Of course, the risks can be more or less serious, but it will always exist. If a crowd does become agitated, the situation can quickly become dangerous, leading easily to violence.

Remember that:

The best crowd control measure is to design a distribution system that runs smoothly, avoid large crowd gathering outside and inside the distribution site and that is fair for all.

A population not informed and rumours concerning food shortages are enough to provoke fears among beneficiaries that some of them will be missed (refer Chapter 5).

By taking a series of precautionary measures, risks associated to a food distribution can be considerably reduced. They are:

Lay out – the site must be secure for both beneficiaries and distribution staffSites must be situated in neutral areas not associated with any particular powerful group.Clearly delineate the boundaries of the distribution centre & ensure that they are respected.If goods are distributed immediately after delivery to the site, ensure t an exit for the trucks.Try to ensure basic facilities (i.e. water, shade, heat, latrines etc.) Designate entrance and exit to avoid congestion by the beneficiaries in the doorways/lines.Build a “security exit” at distribution sites only for distribution staff.

Involve Community Leaders in crowd controlling: Agree with local leaders to help in organizing and assisting in maintaining crowd control. Security personnel should be chosen from the beneficiaries themselves. Organize people outside the “distribution site waiting perimeter” into groups according to

their communities. Allow only a small number of people to enter the distribution site at a given time.

Ask people who are waiting to enter the distribution site to sit down and wait for their names to be called.Position sufficient crowd control personnel strategically to ensure the orderly progression of people.Ensure adequate supervision and assistance during waiting period and distribution to vulnerable (elderly, women with children, people with disabilities).Keep people passing by and others at a suitable distance from the entrance of the distribution site.

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Air drops:Local authorities informed of the airdrops procedures and security. They will need to inform the population of the dangers of air dropping.Delimitated security zones - will be out of access at least one hour prior to the dropping time.Ensure discipline around the drop zone to avoid possible accidents.

No air drops will be done if there is no security personnel posted around the drop zone.

Communicate information during the entire distribution process:When shortages are expected, let local leaders know in advance. Discuss how to deal with it.Hire male and female animators who speak the local language. They will occupy those waiting, act as crowd movers and information officers.Keep beneficiaries informed on: how long they have to wait and what are the reasons, if any. Parents should be discouraged to bring their children along to the Distribution site.Hold activities in the waiting area such as focus groups discussions: health workers could take random sample measurements of children; monitoring staff could discuss on food security issues while beneficiaries are waiting.

Staff ManagementSchedule distribution in such a way to minimize waiting and queuing.Make sure that one agency and one person is in charge. That person is the ultimate arbiter in cases of disputes and is the one deciding to evacuate. Give a detailed job description and explain to staff their specific role. Give clear communication lines and call –signs (if needed) between staff.Provide a helper for handicapped who are unable to move easily.Never surprise the population with a sudden change in the system (e.g. mass verification).Deal promptly and fairly with cases of cheating and disorder.

Show entitlements to beneficiaries Ensure that beneficiaries know their entitlements (see - Entitlement Poster - Annex X).Show beneficiary their commodities being measured out.Provide beneficiaries with weighing scales at the end of the distribution line.

Basic indispensable material you must have to help you control your crowdHand-held megaphone, whistle and click-countersIdentify distribution staff by using colourful caps, vests or any visible distinguishing material.Rope or fencing to delineate the food distribution perimeter.

Safety of storage of commoditiesSeparate and store the commodities out of sight from the beneficiaries. Exterior security lighting with a back-up generator that has an automatic start system.Strict entry control procedures.

3. What are the preparation plans for staff in case of insecurity?

Be aware of the medevac procedures.Have a car on stand-by equipped with a radio.Design a relocation plan (routs in / routs out) for your field staff – inform all partners of this. Bring a list of all staff to head count if all have evacuated safely.

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Know the radio frequencies, call signs or telephone numbers of the closest Area Security Co-ordinator (ASC) if you are located in a large country where regions are separated from the Country Office.Make routine radio or telephone contacts on a fixed schedule to the closest sub-office. Personnel must carry a radio at all times when operating in a distribution site environment.

What WFP staff should do if the crowd becomes agitated and security becomes an issue?

If the crowd control fails and it results in disorder, there is probably little to be done other than to ensure the safety of the staff in the distribution centre and to withdraw as quickly as possible.

WFP security officer should call the closest designated official (it would be most likely the field security officer from UNSECOORD).If confronted by a crowd while you are driving in the vehicle, do not get out. Lock the doors and drive away.If you need to talk to the crowd, do it in a poised manner. Never show anger.

The following security ratings and protective measures shall be used to enhance the safety of WFP and its IP staff working at or inside a given distribution site.

Please see Annex 13.13 for an informative matrix on “Security ratings and protective measures”.

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Module 9.How to implement a distribution?

Objective

To describe the practical process in distributing commodities to beneficiaries utilising the distribution system which was chosen.

Introduction

This module describes, step by step the final preparations and distribution process according to the distribution system chosen.

Why is this module important?

By giving the step by step implementation, the distribution process should be made clear to all involved. This module makes direct reference to the distribution systems which were described under Module 3.

What does this Module aim to achieve?

To give some general guidance on food distribution implementation.To describe the key documentation needed to implement a distribution.To describe step by step the most common type of distribution process.To describe some specific distribution processes.

1. Activities to remember prior distribution

This module describes the specific steps as how to implement a certain system of food distribution. However, the systems and the implementation distribution process can vary from one distribution to another.

The steps described here are only general guidelines given. One could easily adjust to its situation the way to implement the distribution. Creativity and resourcefulness are welcomed qualities when one wants to implement a distribution.

1.1 Prior Distribution - The Check list

Supporting distribution documents and equipments are verified and prepared.Staff has taken note of their respective roles & the distribution points to cover during the distribution process (see the Distribution Plan down below and refer to annex 13.23).Local authorities have been noticed and will be present at the distribution.Crowd control staff units have been organized.

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1.2 What to do if the commodities requested do not arrive on time?

Prior the distribution day, the commodities may not reach the distribution site in time. The following steps suggest some quick action to take to resolve the issue without create crowd control problems at the distribution site.

Strategies are as follow:

1. Reduce the number of commodities to be distributed Distribute an equal share of available commodities to all the beneficiary population (i.e. reduced rations).

2. Give a larger ration to vulnerable groups and a smaller ration to the general population.

3. Postpone the food distribution should be done in the very last recourse.

Whatever option decided upon, ensure that leaders, beneficiaries committees member, women’s groups, implementing partners, local authorities, and all the others involved in a distribution, are aware of this change.

In case full distribution of the agreed ration has not been possible, the shortfall in the ration is not automatically distributed when food aid eventually does arrive (retrospective or retroactive distribution).

In the case of refugees or returnees, the decision on any retroactive distribution is made jointly by WFP and UNHCR.

2. What are the supporting distribution documents?

The thre supporting documents are the Log book, the Tally sheet, the Receipt sheet.

2.1 The log book

The log book serves to list households as per the household size.

Each head of household gets assigned a number. This number is in chronological order for each household size.

This number should indicate area/village of the camp, household size and serial number and in some cases, the number of children under-five.

See Annex 13.4 for a format and how to fill the log book.

2.2 The Tally sheet

The Tally sheet is a list of card numbers issued to beneficiaries and arranged according to family size and, most importantly, in chronological order (Annex 13.15 for the pro-format).

This document is based on the information derived from the registration exercise, where each household head has been issued with a pre-numbered ration card.

Tally sheets is prepared for each population group and for each household size.

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It should list the card numbers for all 1-member households, one for all 2-members households and so on (refer to Annex 13.15 for 3 formats of Tally sheets).

Special considerations

Tally sheets should always be updated by removing all the lost card numbers and by inserting the new card numbers (new arrivals).

It is recommended to keep and updated copy of a tally sheet and print accordingly before the distribution.

2.3 The receipt sheet

The receipt sheet is the proof that the recipient has received its food ration.

After receiving rations, at the end of the distribution site, a receipt clerk will ask the beneficiary to sign or mark it with its finger print on the receipt sheet.

When the distribution is implemented at the community level, the main official should sign the receipt sheet as witnesses after completion of the distribution for each community. 54

2.4 The Muster Roll (For Food for Work activities) 55

3. What are the basic distribution implementation steps?56

These are the general and basic distribution implementation steps utilized in a given distribution site. In the past, the most frequent system established has been the corridor or chute system (Distribution Layout - Annex 13.9)

These are mostly used when the distribution site can be designed from scratch. When the distribution site is an already built structure, the corridor may not be appropriate.

The food pre-positioning is described under Module 12. Please refer to it.

Step I: Beneficiary waits outside the distribution area. They may be organized by administrative groups or by camp sections. When being called, a small group ofcardholders are admitted in the distribution site perimeter (see Distribution site layout in Annex 13.9) by the distribution guards.

Step 2: When each card holder reach the front of the queue, they encounter a distribution staff. Card holder present the ration card. The “tally clerk” will check the number of the ration card against the tally sheet and tick off that card on the tally sheet. If there is no ration card involved, ensure that beneficiary name is ticked off from the beneficiary list or the muster roll (Food for Work).

Step 3: The tally clerk inspects the card to see if it is genuine, if the household size on the

54 CARE Emergency policies and procedures manual. 199755 Could we kindly get a pro-format copy from a Country Office? Thank you.56 Adapted from CARE Emergency policies and procedures manual. 1997

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card corresponds to the household size on the tally sheet and the recipient is in the proper line (especially when the distribution site has been divided in a number of corridors).

Step 4: The card holder goes to the designated corridor or emplacement. S/he presents her/his the ration card to a “puncher”. If the card is not punched, there must be a system whereby the puncher indicates the ration size the card holder is receiving. The ration card is immediately returned to the beneficiary.

Step 5: The recipient enters in the corridor or ration shop and stops at the first commodity bin. Rations will be either scooped (most likely for individual household rations or weighed (when there is a distribution through group of households).

Usually, the cereal component, which represents the largest part of the ration, is the first thing distributed. In other cases, where the rations have been rounding up to about an entire bag of cereals per household per month, the bag will be given at the end of the line while the other commodities such as beans, CSB, sugar and oil would be scooped at the beginning of the line.

Step 6: Weighing scales are located right outside the line where the recipient received its food commodities. Someone will be there to help the recipient weigh its entitlement.

Step 7 : Upon leaving the distribution site, the recipient will stop at another station and sign the receipt sheet. The receipt clerk will locate the recipient name based on the ration card number and ask the recipient sign or make a mark with his/her finger to indicated that rations were received.

4. What are the specific distribution systems?

In the above chapter, the general way to be conduct a distribution has been described. However, it remains that some of the systems described in Module 4 – Distribution systems and modalities – have specific distribution demands which have not been mentioned in the chapter above.

Hence, here is an overview of the following specific implementation modes:

1. Individual dry rations using the ration shop system or governmental subsidized shops

2. Individual cooked meals using a feeding center3. Distribution through local leaders without an agency presence4. Community based targeted distribution

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4.1 Direct to individual or households - Ration Shop system 57 ( dry rations)

Distribution DayAny day of the ration cycle, the head of household can come and collect the rations.

For Food for Work:In the case of governmental subsidized shops, the beneficiary presents its coupon or food stamp at the shop nearest to his/her home.

4.2 Direct to individual or households – Using a feeding center - Cooked meals

1. Prepare the distribution 2. Distribution DayTo ensure that food is ready for 10h00 in the morning, staff may have to start cooking at 24h00 the night before58 to feed 5,000 by 12h00 the next day.59

Beneficiaries arrive at the distribution point.They line up. Enter as first come first served.They sit and a meal is given to them.When finished eating, they exit.

4.3 Distribution through traditional leaders - without “agency” presence

1. Prepare distribution 2. Distribution DayBeneficiary list may not exist at this point in time as leaders know his people and it is most likely the beginning of an emergency. WFP or IP may have previously discussed with traditional leaders of food distribution process (i.e. ensure that vulnerable receive also their share) and entitlements.Traditional leader count the bags once they arrive & sign the waybill.

Traditional leaders distribute food according to needs and his/her own beneficiary list.May happen that food is given out by bags to households (at the discretion of the local leaders)For re-distribution, traditional will use their own “culturally” accepted scoops.Receipt sheets should be signed by the local leader at the end of the distribution process.

57 This system is used by governments who have already established “subsidized $ designated governmental shops” e.g. cases of Pakistan and India. These are used for Food for Work projects. To find out more about how to set up a Ration shop system in a refugee camp, please refer to UNHCR Commodity Management Guidelines. 199758 CONCERN. Food Distribution Guidelines. 199759 Cooking of beans requires 6 hours.

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4.4 Community based targeted distribution system

1. Prepare the Distribution 2. Distribution DayPre-implementation workshopRecruitment of sensitisation personnelMeeting with local ministerial authoritiesFirst public meeting in each of the targeted villages to explain the targeting process and the distribution processElection of a Village Distribution Committee (VDC) .”60.Identification & registration of beneficiariesA second public meeting: distribution process is explained, date of distribution announced. Public announcement on the expected food (giving date and entitlements)Dispatch of foodArrival & unloading of foodStorage may be required for overnight or longer.

Unload the food (VDC representatives supervising the volunteers labourers) Re-explanation of the ration sizes and the planned number of beneficiariesMeasuring equipment is prepared (usually locally and culturally accepted scoops).

Agency weighing scales put into place so beneficiaries can monitor their own rations.Ensure that guards keep the distribution perimeter.Names are checked against the beneficiary list by the VDC Representatives VDC representatives calculates the total amount to be distributed to that household

Calculations goes as follow: (no. of persons) X (rations per day) x (number of days) = quantityS/he scoops commodities as per the total family entitlement (could also be weighed).Beneficiary signs the receipt sheet at the end of the distribution process.

5. What needs to be done when the distribution is over?

Actual stock balances should always be verified against the opening stocks, minus the amount distributed according to the tally sheet.

Left over commodities are brought back to the storage and are counted for and stacked properly.

The IP produces the Monthly Consolidated Monitoring Report (see Module 10. and format 13.21) and shares it with WFP staff.

60 In the Evaluation of the Tanzanian CBTD, volunteers have raised concerns about being paid, as per the work done.

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Module 10. Module 10. How to monitor a Food DistributionHow to monitor a Food Distribution

Objective To describe the practical steps in monitoring a food distribution.

Introduction

This module describes the steps involved in monitoring a Food Distribution; it also describes the different aspects of monitoring.

Why is this module important?

Monitoring is important part of WFP’s food distributions. It ensures that resources are properly used and food reaches the target beneficiaries – i.e. that distribution operations proceed as planned in pursuit of the defined objectives. It also states the aspects to be monitored, the “where” and “how“ to go about it.

The module introduces a number of practical points to take into consideration when one monitors. It also gives an overview of monitoring reporting formats utilized by some country offices (as WFP does not have yet standardized formats).

What does this module aim to achieve?

To describe the different elements and levels of monitoring.To describe the minimum monitoring information requirements.To provide monitoring reporting formats to use by WFP staff and implementing partners.To describe the steps in planning and conducting monitoring activities.

1. What are the different types and levels of monitoring?

1.1What is monitoring?

Monitoring is a day-to-day management tool which generates information for decision-making in terms of adjustment of objectives, plans and procedures.

The aim of monitoring is:

To assess, on a regular basis, whether the objectives of food distribution are being achieved To ensure that food effectively reaches intended beneficiaries in the agreed quantities;To help stakeholders to track whether resources are being properly used.

Monitoring implies the:

- Gathering of qualitative and quantitative information. - Frequent visits to the distribution sites

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- Observations of the distribution process as well as the checking of records of commodities distributed, the efficiency of the process and the contact with beneficiaries61 to gather their impressions and views on the distribution process.

In the case of emergencies as they are volatile and dynamic by definition, regular and current information collection is vital in ensuring that operations remain relevant.

Information derived from continual monitoring of food distribution should feed assessments and evaluations.

The level of monitoring required depends on the distribution system adopted, the quantity of food being distributed and the access to distribution sites.

1.2 What are the minimum information requirements, elements & monitoring types?

In all WFP operations, there are minimum information requirements62 relating to food distribution monitoring. They are:

- Receipt and delivery of WFP-supplied commodities- Number (sex and age disaggregated) of people receiving WFP assistance- Food storage, handling and distribution of WFP-supplied commodities- Food aid availability and unmet needs- Inequalities in distribution

In order for WFP to capture this minimum information requirements, Table 10.1. Down below indicates the two main general activities in terms of monitoring.

First, Distribution Monitoring (DM) which is composed of several activities such as commodity monitoring, on-site monitoring and food basket monitoring. This monitoring is conducted during distribution day.

The second phase of monitoring takes place some time after the distribution but prior the next one, it’s the Post Distribution Monitoring phase. It includes two elements to monitor, the end-user monitoring at household and community level and the market surveys.

61 see beneficiary contact monitoring on the PDM on WFPgo62 Refer to WFP Monitoring and Evaluation Guidelines. 2002 (#152)

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Table 10.1 Consolidated Monitoring activities

Elements to monitor

Type of information to monitor (WHAT)

& HOW to do it

Who conducts the monitoring?63

Timing for the monitoring

Reports to provide & timing

Distribution Monitoring

Includes 3

mainelements to

monitor

Commodity Monitoring (accountability): HOW: Verify distribution tally sheets against distribution plans.WHAT: Track quantity & quality of commodities while ensuring that losses are minimised & accounted for.64

On-site Monitoring:HOW: Presence at the distribution site & observe the process. Talk to the IP, (distribution agency) & beneficiaries.WHAT: Gather qualitative information on the distribution process & efficiency.- # of women present etc.

Food Basket Monitoring: 65 HOW: Selection of random # of households, weigh rations & interview them. WHAT: Outputs is: what beneficiaries are actullay carrying away. Results are compared with the planned ration & household size on the beneficiary document66.

- Logistics monitors food up to the hand-over point. - From then on: WFP Field Monitors (FM) conducts commodity monitoring.

WFP & IP staff. In refugee settings: UNHCR’s IP & WFP). Refer to WFP/UNHCR MOU July 2002.

Varies from one country to another. May be either the WFP Field Monitor or the IP.

Logistics with COMPAS up to the hand-over-point. During a food distribution, for FM.

During the distribution process. Information should “ideally” cover all distribution sites but lack of time & human resources may not be conducive for such wide-exercise.

- When recipients exit the distribution site with their food rations. - Frequency as per on-site monitoring.

- Found within the On-Site Monitoring (Annex 13.16) for each distribution. - IP Monthly Consolidated Monitoring report (Annex 13.21)

- On-site monitoring (Annex 13.16)- Field Monitor Report ( Annex 13.20) after each distribution - IP Consolidated Monthly Report. (Annex 13.21)

- At each distribution. (Annex 13.17).-WFP Field Monitor Consolidate information (Annex 13.21).

Post-Distribution Monitoring

Includes 2

elements to monitor

End-use Monitoring (Household & Community Level) : HOW: Random interview household members & community (focus groups). WHAT: Monitor what people receive: Quantity & access to, use of & satisfaction67 with + acceptability of food aid.

Market surveys: HOW: At the local market, collect price’s information of main food commodities. WHAT: Monitors the acceptability & the sale of food aid & other basic food commodities.

WFP FM & IPs. In refugee setting can be done jointly with WFP & UNCHR (& with UNHCR IPs.

Same applies as above

Ideally, a week after a distribution if distribution cycle is every 2 weeks; in practice, due to staff availability.

Monitoring before the food distribution and right after.

Every 2-week, depending of the distribution interval. (Annex 13.18)To be integrated in the Field Monitor Report (Annex 13.21)

Every 2-week, depending of the distribution interval. (Annex 13.21)To be integrated in the Field Monitor Report (Format

63 In WFP case, it will be most likely the Field Monitor. However, in certain situations, it may be another staff member. 64 Refer to WFP Logistics Manual.65 In the UNHCR “Commodity Distribution Guidelines”. 1997, they refer to it as “On site distribution monitoring report”. The method seeks to measure the calorific value (per person per day) of the ration actually collected by each household and compares with the planned ration intended that day. 66 Source: WFP Nutrition Handbook definition and the WFP Emergency Field Operations Pocketbook.67 Which means composition and quality of the food ration - see M&E (#113).

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Assess availability of key food.

Annex 13.21)

Special Considerations

Table 10.1 does not intend to give WFP an “agreed standardization” of monitoring activities, elements and formats, as found in this text and the enclosed annexes. This is only a first attempt at putting together various sources of information & methodological approaches within WFP.

Note that some Country Offices do not see the various “monitoring elements & activities” in the same way as presented here. For examples, here are some different approaches:

- Monitoring terms do not mean the same thing to all. Several country offices use the term of Food Basket Monitoring for both the Distribution Monitoring and Food Basket Monitoring as explained in Table 10.1.

- In Guinea, for example, the Post Distribution Monitoring activity is rather seen as a kind of household food security monitoring because it looks also at the role and scope of food aid in terms of assuring the household food security.

- Last, impact monitoring has not been addressed in these Guidelines, Impact Monitoring (or rather the term “evaluation” ) evaluates the impact a distribution had (depending of the objective of food distribution – say if objective is to save lives, the impact is monitored through nutritional and mortality surveillance.68) .

In conclusion, these examples indicate clearly that much needs to be done in terms of standardizing the Monitoring process at WFP.

2. How to prepare and conduct a food distribution monitoring?

2.1 Who should conduct the monitoring?

It is up to WFP’s implementing partners to carry all forms of monitoring. Yet, some degree of monitoring is required by WFP itself in all situations. If WFP has several implementing partners operating in the same area, WFP must ensure to establish a co-ordinated approach towards monitoring.

Whether local or international, or from an implementing partner agency, food monitors must be:

Trained on how to monitor (see WFP Monitoring & Evaluation Guidelines and; the Beneficiary Contact Monitoring);Knowledgeable of the operational principles or ground rules between WFP, NGOs and ruling authorities;Encouraged to report on abuses (if necessary confidentially).69

68 Jaspars, Susanne. Young, Helen. General Food Distribution in Emergencies from Nutritional needs to Political Priorities. Relief and Rehabilitation network. ODI. 199569 Please refer to Module 6 – Generic job description of a food monitor.

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There are arguments to be made for and against the employment of local monitors. Local monitors have the advantage of knowing the language and culture. Usually they also have freedom to travel. However, they are subject to a variety of pressures, particularly (but not exclusively) in situations of conflict. The basic rule is: In all situations, monitors should not be from the area where they are monitoring the distributions.

2.2 What are the steps involved from distribution site to post distribution monitoring?

There are several steps involved in monitoring a food distribution.

1st Step: Preparation prior going to the field 2nd Step: Visit in the field 3rd Step: Processing, analyzing and acting on the information which has been gathered

1 st step: Preparation prior going to the field

1. Consult the Logical framework and information matrixes of the project. These documents will clearly indicate what information to collect, who will collect it, when it will be collected and reported and how the information will be used. Table 10.1 gives an overview of the main information to be collected; who; when and the reporting format (found in the Annexes 13.16 to 13.21).

2. Establish a monitoring plan (see M&E Guidelines) according to the logical framework of the project.

3. Discuss with your Programme officer the “specific” information you may need to gather

4. Review the last Monthly Consolidated Monitoring Report and gather information from your IP.

5. Verify and collect secondary data (data collected by the government, routine data collected by institutions participating in one activity etc.)

6. Prepare the logistics of the monitoring journey. There is not always a need to inform your partners, you may want to “surprise them”.

7. Bring your monitoring format (see Annexes 13.16 to 13.21).

2 nd Step: In the field

1. Cover the following areas while you are at the distribution point: storage; distribution point entrance – the distribution point itself (and its process) and; the Food Basket Monitoring70

conducted at the exit. 2. During the monitoring you will need to sample. Annex 13.22 gives indication as how to

sample.3. Obtain both qualitative and quantitative data during your monitoring visit. 4. Obtain primary data by talking to beneficiaries, the IP and other stakeholders involved.

70 The WFP Emergency Field Operations Pocketbook calls is: exit surveys: Food Basket Monitoring.

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3 rd step: Back at the office - Processing, analyzing and acting on the information gathered

1. Consolidate, process and analyze the qualitative and quantitative information gathered in the field

2. It is the most important aspect of monitoring is analysing and acting on the information collected. Data consolidation is important if one want to be able to use it. The M&E Guidelines give 5 steps for consolidating and processing the qualitative data while giving an example.

3. A data base is also needed for updating of the current beneficiaries case load (refer to Module 2 - Registration).

4. Triangulate the information you have gathered in the field with the Distribution plan and the IP monthly reports (see Format Annex 13.21) and any other report you may have.

5. If you have a data base, enter the quantitative data.

6. Write the Field Report (see Format Annex 13.21) report meanwhile alert your superior for any major discrepancy or problem you may found so prompt action can be taken.

Last, note that not all distribution operations are equal. It may happen that monitoring cannot take place due to security access or simply due to the fact that WFP does not have enough staff to monitor the distribution process.

Hence, it is up to the Country Offices to determine what their “minimum monitoring requirements” are and to adjust their monitoring plans accordingly.

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Module 11.What are the working agreements with WFP partners?

Objective: To describe the relationship and agreements that directs relations between UNCHR, governments and implementing partners.

Introduction

This module describes the coordination management of actors involved in a distribution and the distribution agreements which underline their working partnership.

Why is this module important?

It gives an overview of coordination and management issues linked to distribution. It also describes the agreement modalities which underline the working relations between WFP and its numerous partners.

What does this module aims to achieve?

Who are the actors and what are there specific roles.What are the mechanisms WFP has set up to enhance their relation and division of work in the field.

__________________________________________________________________________

1. Who are the actors and who should be in charge of a Distribution?

Distribution generally involves a range of actors: the government, UN agencies, NGOs, local partners, donors, church groups71 and the beneficiaries72 of food aid. There should be one body or agency should be responsible for policy and determining overall priorities. In refugee situations, UNHCR is the “de facto” leader, in other circumstances it may be the host government with WFP or a “lead” NGO (many combinations may exist).

A coordination mechanism (it can also translate into a Co-ordinating Committee) must be set up at the on-set of an emergency. It will become the plate-form where exchange of information on all issues pertaining to food aid, related non-food assistance, food security and nutrition and consultation with donors, the diplomatic community, other UN organizations and implementing partners, will take place. Often, the “leading agency” will seek and take advice from this Co-ordinating Committee. Ideally it should function at both a national level and within the operational areas.

It is essential that each actor understands respects and knows its respective responsibilities. Lines of communication must be clear to all parties involved. Sound management require clear and defined authority, while defined systems of accountability must be set-up.

71 In fact, local churches are often forced into relief distribution when they find themselves in the midst of a complex emergencies. Source: Jaspars, S. and Young, H. General Food Distribution in Emergencies: from Nutritional needs to political priorities. Relief and Rehabilitation Network. ODI. 199572 Beneficiaries’ involvement is addressed in Module 5.

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Problems in implementing general food distributions often result from inadequate institutional and logistical capacity, and poor management. To improve the effectiveness of emergency interventions and encourage better co-ordination, WFP has signed several Memoranda of Understanding with UN agencies and NGOs. These are summarised in the following sections.

2. Relations with governments, military and non-state actors

Where there is a functioning national government recognized by the UN, WFP emergency and protracted assistance is provided at the request of that government and within the framework of an agreement – a letter of understanding (LOU) is signed with that government (See WFPgo). Operations are then planned and implemented in collaboration with relevant national and local government entities and/or organizations approved by the government.

In a complex (conflict) emergency situation where non State-actors (e.g. militias, rebel authorities) exercise control over territory or routes, it may be necessary to negotiate with these groups in order to obtain access to needy civilians, ensure the security of staff and supplies and arrange movements through check-points (refer to Module 1).

3. Relations with United Nations Agencies

3.1 Relations with UNHCR

A new memorandum of understanding was signed in July 200273. Under these terms, WFP collaborates with UNHCR in providing food assistance to refugees, returnees and in specific situations, internally displaced persons74 when beneficiary population number more than 5,000, irrespective of their country of origin.

The key points of the WFP/UNHCR MOU - related to food distributions are75:

At the field level, a Joint Plan of Action (see WFPgo) setting out the agreed-upon objectives and implementations arrangements for operations shall be developed at the onset of each joint operation and updated regularly, at least annually;

Responsibilities for Food Deliveries and Distribution – refer to Article 5

The final distribution of food commodities will be normally the responsibility of an implementing partner of UNHCR (except in those countries selected for the pilot activities76).

73 and precludes the MOU of 1997 between WFP and UNHCR.74 UNHCR becomes involved in IDP operations only when specifically requested by the UN Secretary- General75 For further clarification, contact the Office of Humanitarian Affairs at WFP Headquarters.76 The WFP pilot countries, as of end of November 2002 are: Uganda, Sierra Leone and Pakistan.

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The distribution modalities are the responsibilities of the implementing partner for reporting on the distribution and use of food commodities are the subject of a tripartite agreement (see WFPgo) among UNHCR, WFP and the IP. Tripartite77 agreement will be signed in every joint operation.

The country office of either UNCHR or WFP may, at any moment, request modifications to the pattern of distribution, or stop distribution altogether, if deemed appropriate.

In targeted feeding programme, and in non-camp situations in situations where food assistance is targeted to both IDPS and refugees, UNCHR and WFP may agree to transfer the responsibility for distribution to WFP.

Coordination – refer to Article 8

Focal points or liaison officers are appointed by both WFP and UNHCR field offices.

WFP/UNCHR country offices, in liaison with relevant government authorities, establish and maintain food aid coordinating mechanisms for consultation and information exchange.

WFP establishes and chairs a joint food security committee.

WFP and UNHCR share with each other project documents relating to joint operations before they are finalized.

WFP’s LOU with the government provides for full access to and monitoring by both organizations. WFP seeks to associate UNHCR in discussion pertaining to the LOU.

Overall, WFP and UNCHR have developed close working relationships. At the field level, there might still be “grey areas” when time comes to monitor a food distribution implemented by a UNHCR’s implementing partner but thanks to the personal relationships between agencies staff, problems can be addressed in an efficient manner.

3.2 Relations with UNICEF

WFP and UNICEF cooperate in emergency and rehabilitation assistance for people affected by natural or man-made disasters and who remain in their country of origin. Collaboration is government by a MOU signed in 1998 (see WFPgo). OHA78 is currently starting the process of revising this MOU.

Organizing distribution and feeding programmes

WFP is responsible for the over all management of general ration distribution and coordinates the organisation of the supplementary feeding programmes (SPFs) unless it is mutually agreed that UNICEF is in a better position to fulfil this responsibility. UNICEF supports and coordinates the organisation of therapeutic feeding programmes (TFPs).

Providing non-food items (NFIs)

77 and in some cases, Quad tripartite agreements, as per the case of Sierra Leone78 As of fall 2002.

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WFP mobilizes and provides the NFIs necessary for the transport, storage and distribution of all the food commodities for joint operations and UNICEF provides NFIs related to food preparation and consumption and selective feeding operations.

4. Relations with Implementing Partners

WFP seeks the collaboration of international, national and local NGOs in the planning and implementation of food distributions. In 2001, WFP was working with more than 200 international NGOs, among those; about 16 had signed Memorandum of Understanding (MOU)79.

These partnerships are evolving into a long term relationship which goes beyond project boundaries. WFP is keen in establishing similar long term relationships with the 870 national NGOs with whom the organization is currently working. To date, WFP has not found it to be a real objective in many situations80.

Yet, WFP believes in Capacity Building where individual and organisations expand their abilities to achieve their purpose. It is more than training, it is about information sharing, the strengthening of organisational support structure and the sharing of financial sustainability. These would be given priority to fostering and strengthening local NGO organization capacity on food management.81

The following addresses the content of the latest WFP/NGO agreement, this instrument delineates and clarifies the role between WFP and the NGOs.

4.1 What is the content of the latest WFP/NGO Agreement? 82

The overall WFP/NGO Agreement83 specifies the following:

a) Modalities for the distribute on food to the beneficiariesb) Respective obligations of the Partiesc) Reporting obligations of the Implementing Partnerd) Payment obligations of WFPe) Such other analogous conditions for the execution of the agreement.

The WFP’s LOU84 (signed with the government) should also set forth clearly the responsibility of the implementing partners.

4.2 What are the selection criteria for an NGO?

Past experience of food distribution and success - in the geographical area of operation Capacity and ability to mobilize qualified and experienced staff quickly Neutrality and impartiality Transparency and accountability Legal status Financial stability and capacity to implement WFP’s projects

79 Refer to WFPgo to visualize a format.80 WFP. Working with NGOs. A Framework for Partnership. For Approval. WFP/EB.A/2001/4.B81 WFP. Working with NGOs. A Framework for Partnership. For Approval. WFP/EB.A/2001/4.B82 It was signed in October 2002.83 See WFPgo84 See WFPgo

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In addition, the NGO has demonstrated Commitments to:

Shared vision and goals, values and interests Gender policies Value added of partnership and the potential for complementarities

Last, the NGO must carry out their activities in compliance with the Code of Conduct of the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief. 85

5. Relations with ICRC

WFP and ICRC coordinate their food assistance programmes and where appropriate, may loan or donate commodities to each other. Some key points are herewith summarized (see the texts for field agreements and the Aide-mémoire in the WFPgo).

WFP may donate food to ICRC at the onset of an emergency caused by conflict. ICRC may donate food to WFP, particularly in transition or post-conflict situations. In either case, such donations are distributed according to the intervention criteria and the recipient organization and require no monitoring by the donating organization

85 The Sphere Project. Humanitarian charter and minimum standards in disaster relief. Geneva. 2001

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Module 12.Commodity management

Objective

To describe the practical process in storing and handling commodities

Introduction

This module describes the process in planning, setting up and conducting and verification a beneficiary registration.

Why is this module important?

This module introduces a number of practical points to help you manage the food commodities in view of a food distribution.

What does this Module aim to achieve?

To describe the overall process in hand-over-point management.To describe management of commodities from the storage to the distribution site.To describe the steps in pre-positioning the commodities.

Note: The guidelines in this Module do not cover storage management and storage procedures in any great detail. Please, refer to the Logistics documents such as: Transport Manual, Warehouse Management Handbook and the Food Storage Manual. Also visit WFPgo where you can find all the WFP Logistic Guidelines and pro-formats.

1. What is the commodity management process from hand-over-point86 to the distribution site?

WFP will sign either a Standard NGO agreement or a LOU with a government. These documents will define WFP implementing partners. Refer to WFPgo for the formats of the WFP NGO Standard Agreement and the Letter of Understanding.

Those agreements will specify at which point exactly WFP responsibility ceases and the partner’s begins.

Once the food has been dispatched from the warehouse to the hand over point, the general process (depending of the case) involved will be as follows:

1) Food is offloaded, recorded, accounted for and stacked (either at the storage or the distribution site)

2) Food is sent off to be distributed (in case food has been first offloaded to a specific storage)

86 Or Storage facility can also be used.

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1.1. Food is offloaded, recorded, accounted for and stacked

A standard WFP waybill87accompanies all commodities arriving at the hand-over points (or storage facility).

Food is recorded on the stock88 and stack cards89.

Food is stacked accordingly.90

Adjustment due to reconditioning, damages, losses or propositioning are made and inscribed on the

way bill.

Overview of the management process when commodities arrive to storage

WHENCOMMODITIES

ARRIVEPROCESS - WHAT SHOULD BE DONE

SECTION OF WAY BILL

Upon arrival of the truck at storage facility

Check loading details (see if original – white copy).

Count each unit (tally clerk counting)

Sample 10% of the bags received to check conditions of commodities: if damaged, reconstitute the bag to unit weight or disposed if needed (blue copy).

Note on the waybill exact number of units received in good condition, number of damaged units and number of missing units

Section II

Section IV

When truck departs storage point

Sign receipt on the waybillReturn original way bill (pink transporters copy as a proof of delivery)

1.2 Food is sent off to be distributed There are four documents which are necessary to release the food from the storage to the distribution site they are the

1. Food Distribution needs (issued by programming to logistics)2. Distribution Plan (planning concerning the “who does what, and where and when

etc.)3. Food Release note (attached to the food distribution needs)4. Storage release note (a logistics document – refer to the WFP Transport Manual)

1.2.1 The Food Distribution Needs 87 For an example and a description of its use, refer to the Waybill pro-forma found in the WFP Transport Manual, 3. Logistics Activities under the Annex section. 88 Stock Card Pro-forma found in the WFP Transport Manual, 3. Logistics Activities under the Annex section. 89 Stack Card Pro-forma found in the WFP Transport Manual, 3. Logistics Activities under the Annex section. 90 Refer to the Warehouse Handbook management for further information as how to stack food commodities.

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The Food Distribution Needs is a planning instrument that must be prepared by programming prior every distribution (see Annex 13.23). It gives exact indication on the number of beneficiaries as well as the quantity required to conduct a distribution in a given area (it can cover more than one distribution site).

1.2.2 The Food Release Note91

The next step in dispatching food is to issue the Food Release Note. “For the purpose of this document Food Release Note (FRN) means a request given by field programming unit to logistics to release (at the warehouse door or deliver) defined quantity of food to a defined partner. More precisely, food release in this context stands for handover of responsibility over the food from WFP to a partner.”92

This document needs to be signed by a person designated by CO. The storage manager will check the information (i.e. project number, commodity type, consignee, quantity, destination, transporters, required date).

1.2.3 The Food Distribution Plan93

The Food Distribution Plan (see Annex 13.23) is designed to direct the distribution process in terms of who goes where, when to do what. It is also prepared by programming and gives the overall indications for field staff in terms of their daily tasks concerning the food distribution process. It also contains:

Names the receiving distribution site or institutions (in case of school feeding) Provides the number of units/kgs to dispatch to each distribution site Name of the implementing partner

1.2.4The Storage Release Note

This is a logistics document you can find in the Transport Manual.

2. How to pre-position commodities?

2.1 How to pre-position food commodities?

Once the Food distribution needs has been drafted by programming, the programming officer in charge must issue a Food Release Note to Logistics. These documents will indicate the exact amount of food quantity needed for a specific food distribution.

91 The Food Release Note is not yet a standardized document within WFP. OT is looking into designing it in the near future.92 TERMS OF REFERENCE FOR A STUDY ON WFP. INTERNAL BUSINESS PROCESS AUTHORIZING FOOD RELEASE TO PARTNERS.93 Food Distribution plans are already being used by some WFP CO however, it may not include the same information as presented herewith.

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It is then up to Logistics to translate the programming requirements needs into the packages to be released. It should correspond to the quantity numbers requested by Programming.

Logistics should account for any discrepancies between Programming requests and the fact that some bags may be under weight when dispatching the food to storage or distribution site.

Once the food has reached the distribution sites, all commodities entering the distribution site must be unloaded, recording and signed for. Stacking will also is required (re-visit point 1.1 of this Module).

Herewith are provided the steps in the pre-positioning the food commodities for the distribution.

1. The calculations of commodities to pre-position at the distribution site are based on the official number of registered beneficiaries; the quantity of commodities to be distributed based on the ration scale and also on the commodities received (refer to your Module 9 – Point 1.1 What to do if you did not receive all the commodities you expected).

2. The basis for the calculation is marked on the stack/stock card records.

3. According to the distribution set up, commodities are pre-positioned.

2.2 What are the distribution and post Distribution activities?

1. Crosscheck the information between the Tally (format in Annex 13.15) and the Receipt Sheet.

2. The distribution lists (which encompasses both the Tally sheets and the Receipt Sheet) will provide the proof that distribution has taken place.94

3. Complete the food accounting formats by conducting a physical count of balance commodities

4. Any balances of the commodities remaining at the end of the day will be returned to the storage.

4. What about distribution reporting?

3.1 Reporting on food distributions

After a distribution, all movement of food will be reported and distributed commodities accounted for. At the end any distribution cycle a distribution report must be prepared. Please refer to the Logistics Consolidated Delivery Report 95 and also to Module 10 - for the format of the Monthly consolidated monitoring report - annex 13.21).

94 CARE. Emergency Policies and Procedures Manual. 199795 Consolidated Delivery Report under: http://home.wefp.org/manuals/optmanual/annexes/3annex/cdrdetailedtraining sample.xls

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The minimum requirements for reporting are the following:

3.1.1 Beneficiaries reporting

- Ration scale- Number of people registered and the number of ration planned to be

distributed- Number of people who attended the distribution and the number of rations

issued- Difference between planned number of people attending and actual

attendance

3.1.2 Commodity reporting

- Opening stock of each commodity distributed- Quantity of each commodity issued- Quantity of each commodity distributed- Damaged stock- Closing stock

3.2 COMPAS - a tool to track commodities

COMPAS is WFP’s global commodity tracking application. By using COMPAS you can track how: much

- of any commodity has been requested- is due to arrive- is now available and - these quantities compare with your needs.

You can also allocate each consignment, register any change it undergoes through damage, processing or repacking, and record any loans and swaps you make for other commodities: COMPAS will automatically make the necessary adjustments to your stock figures.

If the journey has more than one stage, COMPAS will record each phase of transport and storage, letting you keep track of the commodity’s progress to its final destination.

Total monitoring can be achieved if the partners themselves use the COMPAS application. Current examples are found in Kenya with two NGOs (Care and World Vision), and in Eritrea, where the government uses COMPAS. Such arrangements facilitate in giving a complete picture of the entire food supply process, right through to acceptance by beneficiaries.

The COMPAS team is also developing an interface between the COMPAS application and various partners’ tracking systems.

An LOU module, transferring commodity details directly into letters of understanding and food release notes

An interface module, enabling COMPAS to communicate with the food monitoring systems of implementing partners.

Accompanying these developments are new collaborative arrangements, currently being piloted in Guinea, in which commodity reporting extends from the letter of understanding stage, via the food release note, landside transport instruction and waybill phases, right up to the implementing partner's distribution report.

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5. What is WFP policy on the use and sale of containers left over from a distribution?

For information on grain delivered in bulk when WFP provides the containers (even if the government pays for bagging) there are three possibilities of uses which exist: either by beneficiaries; for sale and; for recycling.

Discuss and agree with the government and IPs the arrangements to be made in the light of the local situation, needs, and possibilities (including the administrative capacity available.

Refer to the Emergency Field Operations Pocket Book for further information.

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CARE 1997. Emergencies Policies and Procedures Manual.

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List of people interviewed

WFP staff members (either they read a Module, provided comments or issues were discussed):

Zlatan Milisic, Marian Read, Britta Schumacher, Christa Rader, Vera Kremb, Ron Ockwell, Jelena Milosevic, David Katruud, Paul Turnbull, Charisse Tillman, David Bulman, Jean-Pierre de Margerie, Lynne Miller, Anna Thomson-Flores, Matthew Mcilvena, Anna Shotton, Beliapa, Robert Oliver, Julie Thoulouzan, Susanne Jaspars, Raoul Balleto, Khalida Malik, Amy Horton, Alain-Joseph Charrière, Pascale Crapouse, Tarek Elguindi, Mick Lorentzen, Christa Rader, John Crisci, Laurent Bukera, Marco Selva, David Fletcher, James Kamunge, Anna Thomson Flores, Claud Dunn, Bradley Guerrant, Toe Oung, Rita Bhatia, Christine Van Nieuwenhuyse, Nanayaa Nikoi, Jose Antonio Castillo, Michelle Iseminger, Jaspal Gill, Louis Imbleau, Gemmo Lodesani, Valerie Guarnieri, Faroukh Makhmadshoev, Valerie Ceylon.

NGOs:

Oxfam (Suzanne Jaspars), Première Urgence, Médecins sans Frontières, Care International, World Vision, Concern Ireland, Action contre la Faim.

UN agency:

UNHCR, specially Andrew Mayne and Laura Lo Castro.

ICRC.

Special contributors:

Jens Nylund for the Distribution Framework, Eoin Sinott for the Registration layout and Distribution Layout designs and Charlie Musoka (IFRC- Canada).

Special thank you to:

Julie Thoulouzan.

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