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After the distribution, warehouse and distribution team teams should reconcile and agree upon the correct number of items dispatched and distributed, spotting problems such as: excess distribution and mistakes on waybills, registration problems and thefts, or other discrepancies. The shorter the time between activity and reconciliation the easier it will be to find mistakes. The distribution team will need to submit an activity report which requires the use of warehouse data and the reconciliation is a mandatory part of the process.

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After a distribution, it is essential that a distributing organisation report internally and externally on the intervention and its results, allowing all stakeholders to know results, including shortfalls or gaps in numbers of population served. In general, every report should include information on which commodities were distributed, in what quantities, to which populations, in which areas, and in what time period. If all of the needs of the community were not met during the exercise, it is suggested that the distributing organisation is requested to include the percentage of total needs met. Any problems that occurred during the distribution should be noted, particularly if they may impact the ability of partners to operate in the area moving forward. Photos with captions should be attached to the report, where possible.

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Item

Description

Distributing organisationOrganisation

Fill in the name of the organisation that organised the distribution.

Site(s) and location Location

Fill in the name of the distribution site (e.g. Name of a School) and its location (governorate, district, village/neighbourhood).

Date(s) of distributionDistribution

Give the exact dates of the distribution, inclusive (e.g. January 4-7, 2017).

No of beneficiaries Beneficiaries

Give the total number of beneficiaries served through the intervention, dis-aggregated by gender and age.

Rations

Specify what each household was meant to receive, including whether different packages were delivered to different sized families (e.g. 3 blankets/family of 6, 1 bar of soap/person).

Initial stock countStock Count

Give the number of items delivered at the outset of the distribution, listed by item (e.g. 1,000 blankets, 1,000 mattresses, etc.).

Stock distributedDistributed

Give the total number of items distributed, listed by item (e.g. 850 blankets, 850 mattresses, etc.).

Remaining stock count Stock Count

Give the number of remaining items, if any, listed by item (e.g. 150 blankets, 150 mattresses, etc.). Ideally, this number will equal the initial stock count minus the stock distributed.

Percentage of needs coveredNeeds Covered

Give an estimation of the needs covered. If there was a shortage of stock, then this number will be below 100%. Similarly, if there are new arrivals, the team might note that the needs as per the assessment have been covered but that new needs have arisen.

Distribution approachApproach

Detail how the distribution was set up and managed.

Problems encountered during Encountered During the distributionDistribution

List any problems encountered during the distribution such as fraud, issues of access, claims of exclusion, etc.

Plan for followFollow-up

List any actions that the organisation plans to undertake in the aftermath, e.g. a PDM or a follow-up distribution to account for new arrivals.

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  • Affected people: IDPs, returnees, host communities or other potential recipients of aid.
  • Distributing agency: Agency, NGO or any of kind of partner conducting the distribution.
  • Donor or Contributing Organisation: Agency contributing with stock, funds, or other kind of support to the distribution.
  • Government authorities: local or national authorities covering the area of intervention.
  • Cluster: coordinating body that can assist in the organisation of the intervention.

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Actor

Roles and Responsibilities

Affected people People

  • Assistance in distribution planning.
  • Assistance in the identification of people at risk.
  • Establishment of committees with adequate representation of women.
  • Information-sharing on the specific concerns of different groups.
  • Dissemination of information on the commodities and the distribution process and system.
  • Crowd control at the distribution site and other casual labour for distribution related activities.
  • Assisting vulnerable members of the displaced population.

Distribution Agency

  • Establishment of distribution site and distribution-related processes.
  • Dissemination of information to affected populations.
  • Management and equitable distribution of relief commodities using the appropriate distribution system.
  • Participation, inclusion, safety, and accountability in the distribution process.
  • On-site monitoring of distribution processes.
  • Reports on quality, quantity and impact of commodity distributions.

Donor or Contributing organisation Organisation

  • Movement of stocks to the field for distribution (if applicable).
  • Provision of funds or other types of support for the intervention.
  • Guidance on technical issues where appropriate, e.g., protection referrals.
  • Monitoring the distribution program and reporting to donors and governments as relevant.

Government authorities Authorities

  • Security and the creation of safe spaces for distribution.
  • Creation of initial beneficiary lists in consultation with communities (when appropriate).
  • Free and safe access of relief personnel to beneficiaries and of beneficiaries to aid.
  • Consultations on distribution set up, approach, and process.
  • Relevant permissions.

Clusters

  • Coordination of the distribution and support for additional capacity if needed.
  • Advocacy around access.
  • Receipt and review of distribution reports.
  • Information management
  • Creation of intersectoral coordination spaces.

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Protection mainstreaming means distributing organisations, partners, employed third parties and all other entities involved in the distribution are undertaking activities in a manner that safeguards people from violence, coercion, deprivation, and discrimination and that aims at attaining full respect for the rights of the individual.

The distributing organisation should undertake all effort to integrate protection into every part of the distribution process incorporating the four key elements of protection mainstreaming, which include:

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  • Distribution times are safe for beneficiaries to travel to the distribution point and return home without exposure to further risk of harm.
  • Physical location of the distribution can be easily and safely accessed, particularly against the risk or threat of gender-based violence and attacks from armed groups.
  • Commodities distributions are designed to be respectful and inclusive of cultural and religious practice.
  • Commodities distribution methodology are designed to preserve safety and dignity.
  • Options for home delivery of shelter materials/NFIs for vulnerable persons (e.g., persons with disabilities who cannot access the distribution point, elderly, child-headed households, etc.) or systems by which representatives can collect assistance packages on their behalf.
  • Commodities are packaged in a way to avoid injury or strain to beneficiaries. Distributed items should not be of excessive size or weight, and should be easy to manage for elderly or persons with disabilities.
  • The provision of additional NFIs essential for personal hygiene, dignity and well-being, including sanitary materials for women and girls are consistent with cultural and religious traditions.
  • Complaints mechanisms and monitoring are integral to the distribution plans.

Summary of Considerations

  • Assess the region of the distribution site and avoid proximity of natural crowded places such as markets.
  • Plan your distribution time accordingly to the caseload. People tend to stress when they end the day without being served.
  • Ensure sufficient community mobilisers and crowd control in the area well visible.
  • Create buffers and one-way flow of people.
  • Define the limits of the distribution site and use natural barriers to avoid people out of designated areas.
  • Separate and secure the stock area.
  • If distributing from a mobile setup, ensure exit routes are cleared.
  • Provide a seasonally friendly place for beneficiaries to wait including basic drainage (raining season) or shading (dry season) .
  • Setup up a control between the waiting area: beneficiaries should be let in the site based on the capacity to process them.
  • Make the distribution rules clearly visible with banners and megaphones.
  • Avoid using the same gate as entrance and exit.
  • Follow the plan: avoid surprising the population with a sudden change in the system.

References

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