Emergency Response Distribution Guidelines

Emanuel Souvairan

ACTED – Delhi:B5/18, Safdurjung EnclaveNew Delhi, IndiaTel: +91 (0) 11 413 54861

ACTED – TriveniganjMangal Bajar Road,Triveniganj, Bihar, IndiaTel: +91 (0) 91 999 22172

Selecting a Warehouse

– Adequate dunning available for food items

–Proper ventilation of warehouses.

–If not, develop a system for ventilation

– Sound condition of roof and floor.

– At least 1 foot gap is provided all around each stacking of each of the items.

–Stacked items are kept one meter from the perimeter wall

– Leave a sizeable gap between food and non-food material

– Preferably stored in separate rooms.

– Rodent free storage place.

– Bird free storage place

– Stored in such a manner to handle First In/ First Out.

– Stock should be in a countable position

– Updated STACK CARDS are available/maintained

– Detection and segregation of damaged commodities carried out.

– Frequent physical stock verification carried out and documentation maintained.

–Purpose (Regional, Central, Local, Dist.)

–Size (Future and current needs)

–Be conveniently located (transport routes)

–Special requirements (cold chain, fridge, a/c)

–Be far from sites of potential flooding or landslides

–Be accessible to trucks with a carrying capacity of at least 10 tons (Secure parking, turning, loading, unloading, etc)

–Adequate equipment (forklifts, pallets etc)

–Be sound, non-combustible (Non-Burning) construction

–Hygienic considerations

–Have adequate power supply, lighting, cooling, etc

–Be dry and well ventilated, free from rodents, termites and other pests

–Have platforms or ramps for ease of loading and unloading

Basic Equipments in a Warehouse

• Pallets and tarpaulins

• Brooms

• Fire extinguishers

• First Aid Kits

• Repackaging Equipment

• Weighing scales

• Ladders, shovels, torches

• Stationary

• Monitor flow of products

• Handle the receipt of stock

• Returns into a warehouse

For warehouse management it is important to :

Selecting a Distribution Site

- Location: Must as near to beneficiaries as possible

- Perimeter Wall – Must have a perimeter wall so that beneficiaries can receive training and their goods in an unhurried and easily managed process.

- Gate: The Perimeter wall must have a gate for effective control over who enters the premises

- Small to large warehouse capacity: Must be able to house at least one days distribution stock

- Must have a garden area/ shaded area for training of beneficiaries.

- Must have a power source for laptop computer/ lighting

- Must have water supply (handpump) to provide for beneficiaries

- Must be clean and tidy area

- Must have a level of privacy/ be away from noisy areas so that training can be given in an effective manner

Distribution Process

Plan View of Two distribution Centres in Supaul District, Bihar, India

Selection of Beneficiaries

For NFI’s beneficiaries should be selected principally according to their possessions/ lack of these, household income and social status should also be considered.

For food items consideration should be given to household dietary patterns, income and social status and whether households have any pregnant women, lactating mothers or several children below the age of five.

Distribution Card Design

• Card must have a picture of the distribution item

• Card must have a map with directions to the distribution point

• All relevant information must be written in the local language

• Each card must have an individual serial number

Distribution Card Design

-If distributing more than one item/ a series of multiple distributions, the distribution cards should be printed in different colours

- ACTEDs and the Donors logo should be clear and visible

- Beneficiaries who have been given the cards should be informed of time/ location/ the process of distribution and the organisation etc in case of illiteracy

ACTED distribution cards for Hygiene Kits (Blue) and Tarpaulins (Yellow). The left hand cards are those given to beneficiaries. The right hand cards have been stamped, signed and punched upon beneficiaries receipt of training and the items.

Giving of Distribution Cards/ Photo Taking

When giving the distribution cards to beneficiaries take a photo of them clearly showing the serial number of their card in the photo.

This must be done in the order of the serial numbers, later when the photos are downloaded each photo should be numbered according to the serial number.

Following this staff can check the beneficiaries numbered card against their picture files and confirm that this is the intended recipient.

This ensures that the correct beneficiary receives the intended items

Although it sounds complicated this process is very easy to do!

View on the computer of beneficiaries with each picture numbered according to the distribution card serial number

Entry into the ACTED Distribution Centre

Beneficiaries should be let into the ACTED distribution centre on a one card one person basis only (with the exception being for babies or small children)

Beneficiaries should be let into the premises one at a time with delays so that no crowds develop within the premises

If the crowd becomes disorderly ACTED staff should distribute 30 cards (numbered 1-30) these cards should be given to beneficiaries who are then called for entry according to their number.

This can calm beneficiaries as they know when they will be called and will gain entry and so no longer push forward.

Photo Identification

Once beneficiaries enter into the premises they must proceed to the photo identification where their identity will be confirmed.

The ACTED ‘photo checker’ can then stamp the card and they can proceed to training.

Line Management

It is important to have several line managers for both outside and inside the premises and to separate, where possible, male and female beneficiaries and the frail.

One staff member should be ‘floating’ to provide services for beneficiaries and ensure the correct running of the process.

TrainingTraining should be given to beneficiaries according to the items that they receive.

This should be done prior to the distribution of items.

Groups should be no larger than 30

2 staff members should conduct each training so that one can complete attendance sheets

If distributing to large groups, trainings can be split into ‘mini trainings’. By creating extra venues and cutting the training into 3 parts, 90 people instead of 30 can be trained at any one time. This requires additional staff and supervision.

Where possible visual demonstrations and participation from the beneficiaries should be included.

Training should also be conducted in a quiet and shaded area.

Following training beneficiaries cards should be signed by an ACTED staff member to verify their participation

Beneficiaries must sign after receiving training

If they cannot sign then a thumbprint must be taken

The Health and Hygiene team should then maintain proper filing of these records

Checking on the list

Beneficiaries should be checked on the beneficiary list prior to the distribution of items

Signature for Receipt of Items

Beneficiaries then sign for their items

Collection of Items

Beneficiaries collect their items from ACTED staff

Staff collect the distribution cards for ACTED records

Departure from ACTED Office

Beneficiaries are then guided and when necessary helped from ACTED premises

ACTED Line Managers should ensure that beneficiaries do not loiter

Departure from ACTED Office

Provisions for Beneficiaries Return to Home

If beneficiaries have travelled a considerable distance/ have lots of items to carry/ have physical difficulties in returning home/ have a difficult return route then ACTED should provide services for their return home.

If it is dark ACTED staff should provide light (torchlight/ lanmplight) and guidance for beneficiaries.

If in a flood area boats may be provided

If the distances are long tractors may be provided. Tractors should be used in preference of buses as distribution items can take up considerable space

Provisions for Beneficiaries During the Distribution Period

Water

Water should be provided to beneficiaries at all stages of the distribution, particularly when it is hot.

This can be done by line managers

Shaded rest areas should also be provided

Provisions for Beneficiaries During the Distribution Period

Shade

It is important to provide shade for beneficiaries when they are queuing and when they receive training.

This can be done through using tarpaulins

Inventory Report

This will be filled by the distribution supervisor quantity of items received from the warehouse, total households served as per ration card on any given day.

This allows us to know the number of items distributed in a given day against the selected families and actual items distributed against the ration card.

Follow-up

• AMEU should monitor the distribution process and interview beneficiaries during the process and upon their exit from ACTED premises.

• Close monitoring of the distribution process will enable ACTED staff to adapt the distribution methodology in order to ensure that all the beneficiaries pressing needs are met.

Thank You