AMEND CONTENT

2. Critical steps in distribution

Checklist

Determine the most appropriate distribution system to use (e.g. direct to households or individuals, through new groups or committees, local government, through traditional leaders).
Determine distribution frequency and number of distribution points, and select distribution sites.
Develop and document a distribution plan, including supply chain and logistics aspects.
Design and implement an appropriate targeting strategy to identify eligible recipients.
Ensure that distribution planning is based on a good gender analysis to avoid creating new risks for women.
Put complaints mechanisms in place and ensure that it is clear to recipients.
Ensure inventory control systems and site storage accounting procedures are in place for all relief items at all stages in the supply chain, including at distribution points.
As soon as possible, conduct a recipient registration exercise, including creating a Master Recipient List and issuing ration cards.
If ration cards are not available, consider issuing sequentially pre-numbered slips to the recipients.
If registration is not possible at the outset of the emergency, use best possible estimates of numbers of people to calculate and distribute bulk rations.
Ensure registration and calculation of rations considers different types of family groupings.
In case of blanket distribution, maintain a Master Recipient (Beneficiary) List of registered individuals or households to prevent large-scale misappropriation of goods and commodities.
Ensure the right number of personnel to cover all necessary distribution activities, including distribution management and stock management.
Always involve local community leaders in distributions. This will promote transparency; facilitate immediate resolution of any community issues that may arise; and reduce possibilities of subsequent claims of improper procedures.
Involve women, people with special needs and other vulnerable groups on any community distribution committees and include them in the management of the distribution.
Ensure all staff and community members involved in distributions understand measures to prevent and respond to sexual exploitation.
Provide the community with information about when distributions will take place, who is eligible and what they are entitled to in advance of any distributions. Ensure this information is widely publicised throughout the community and reaches women and vulnerable groups.
Before any distribution takes place, take measures to guarantee site security. In particular consider protection risks posed to women, adolescent and other vulnerable groups.
Use appropriate methods to measure rations (scooping, weighing or recipient division). Also take gender considerations in packaging commodities and make sure that items packaged in terms of weight and size can be handled by recipients.
Carry out the distribution using the procedures outlined in these guidelines. Also clarify procedures for those who miss distribution day.
Ensure that distribution tally sheets and distribution receipt sheets are completed for all distributions, and compiled by the Distribution Manager.
Design and implement effective monitoring systems, including post-distribution monitoring to verify who received the rations and identify any issues to be addressed.
Undertake regular recipient verification process and address/report any diversion immediately.
Distribution set up may be impacted during any communal disease outbreaks and consideration should be taken for reducing crowd size and possible spread of diseases.
Where online platforms like LMMS and SCOPE are applied, ensure appropriate equipment like the bio-metric machines for finger prints verification and also ensure beneficiary have the digital identification cards.