 |  | Commodity Distribution, A Practical Guide for Field Staff (UNHCR, 1997, 77 p.) | ||
 |  | I. OVERVIEW | ||
|  | 1.1 Definition of distribution | ||
| | 1.3 Food and non-food items | ||
| | 1.4 Programme planning questions | ||
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Distribution is the hand-over of commodities to the intended beneficiaries, fairly, according to specified rations, selection criteria and priorities. Distribution is the process during which control over the commodity passes to the intended beneficiaries.
For the purposes of this guide the term distribution does NOT include the process by which commodities are procured, nor the process of transportation, storage and handling, except at the final handover point.
The objective of UNHCR distribution systems is to provide material assistance to and through families, respecting the guiding principles of humanitarian action. Thus, the distribution system should aim to support the family as the most effective coping structure. Only in exceptional circumstances, and for short periods, should the focus of assistance move from the family level to individuals within the family.
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“The family is the basic social unit in almost all societies. It plays a key role in meeting basic needs and solving the problems of individuals. Strengthening families will improve the ability of refugees to take care of themselves”. From Refugee Emergencies A community-based approach, UNHCR Geneva 1996 |
Distribution should enable families to junction as the basic social unit. Persons outside families must, of course, also be assisted through the distribution system. This group often includes unaccompanied minors, single women, unsupported elderly and young men. Often, efforts are made to build household groups from these individuals to facilitate the provision of shelter and other services and commodity distribution itself.
Getting the commodities to families does not necessarily mean handing the commodities directly to the head of the family. You may decide to channel the commodities through existing community structures, leaders etc, or structures which you help to create; groups of families, women family representatives etc.
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UNHCR & WFP
Contingency planning.
Joint plans of action.
Establishment of the number of food aid beneficiaries, in consultation with the host Government.
Assessment of food aid needs (in consultation with the host Government).
Establishment of the food basket.
Designation of the implementing partner responsible for food distribution.
Establishment of effective food aid coordination mechanisms.
Monitoring and reporting on distribution of all food aid commodities.
Working out joint workplans under the MOU framework.
Promotion of self reliance.
UNHCR IMPLEMENTING PARTNERS
Management and equitable distribution of relief commodities using the appropriate distribution system.
Dissemination of information to refugee population.
Ensuring maximum refugee participation.
Reporting to UNHCR (and simultaneously to WFP, in the case of food distribution) on quality, quantity and impact of commodity distributions. The specific reporting requirements for each operation will be specified in agreements with the implementing partner.
Integration of Food and Non-food distribution systems
Where possible, there should be an integrated distribution system for Food and Non-Food Items (NFI).
The systems described in these guidelines apply equally to NFI as well as food commodities; special arrangements may be needed for some NFI commodities under some circumstances, but these should be designed into a common system rather than require a parallel system.
The layout of the physical distribution system and the documents used for control and reporting should be similar for food and NFI distribution.
Non-Food Items
Non-food items can be classified into two main groups:
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1. Routine consumables |
e.g. soap, firewood, fuel, sanitary supplies, health supplies, condoms, education supplies. |
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2. Non-consumables, longer life items |
e.g. mattresses, blankets, plastic sheeting, tents, building materials, kitchen sets, jerrycans, sleeping mats, farming tools. |
There are three types of NFI distribution:
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1. Initial |
new arrivals, first time distribution. |
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2. Routine replacement |
consumables and non-consumables, following routine wear and tear. |
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3. Special circumstances |
following disasters, (storm, fire etc), to vulnerable groups, upon repatriation or departure. |
Frequency of NFI replacement
The frequency of NFI distribution will depend on each situation. As it is likely to be irregular, specific advance information to the beneficiaries is essential. There are no universal standards for the replacement of NFI and each situation must be judged on its own merits.
1.4.1 Do you know the needs?
Before designing your distribution system it is assumed that a needs assessment has taken place, that you have decided which food and non-food items will be distributed, in what quantity and to whom. The assessment should consider the needs of the specific groups within the population (women, at risk groups) as well as of the population as a whole. For example, the physical dangers that the collection of firewood sometimes involves for women should be taken into consideration in prioritising the commodities.
The needs, and your assessment of them, will change with time, but at any given time it is assumed that you will have reached a consensus with key partners as to what they are.1
1.4.2 Do you know the refugees?
Each refugee group has its own characteristics. Experience shows that it is essential to find out specific information concerning every distinct refugee group in order to provide appropriate services efficiently. Before designing a distribution system you must have specific information on the refugees, including on the population composition, gender and age, division of labour, access to and control of resources. Remember that the role of children may also have changed as a result of flight. A good framework for this, and for programme planning in general, is provided in the UNHCR POP Handbook.2
2 See People-Oriented Planning at Work - Using POP to Improve UNHCR Programming, UNHCR Geneva 1994.
UNHCR recognises that women have a key role in the health and well-being of their families and that distribution systems should support rather than undermine that role by ensuring their equitable access to relief commodities. While such access may be ensured, in some circumstances, by women receiving the commodities directly or being responsible for the actual distribution, this must be verified, not assumed.
1.4.3 Do you know the host government's policy?
It is important to know the policy of the host government regarding refugees. For example, land use, type of settlement, local economy, job opportunities and other related issues may influence the type of distribution system and selection of commodities.
1.4.4 Do you know UNHCR's policy?
The commodity distribution systems and selected commodities should be in line with the general programming policies of UNHCR in the host country and for the particular group or refugees. The Country Operation Plan should provide a guide to country specific policies. In addition to this, several key documents outline UNHCR's general policies. (See Bibliography, Annex 6)
1.4.5 How much do you communicate with the beneficiaries?
Experience has shown that in order to provide a sound basis for a distribution system, it is essential that the beneficiaries know what are their entitlements and know how the distribution system is supposed to work. Normally there will be many times more beneficiaries than UNHCR or distribution agency staff, and the beneficiaries have the capacity to be extremely effective monitors of the distribution system. However they can only do this if they are well informed. Any well designed distribution system must provide a way to keep refugees continuously and directly informed (i.e. not just through the refugee leadership).
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