Commodity Distribution - UNHCR

1 A PRACTICAL GUIDEFOR FIELD STAFFC ommodityDistributionDistributionThe hand over of commodities to the intended beneficiaries, fairly, according tospecified rations, selection criteria and versionUNHCRD ivision of Operational SupportJune 1997 Commodity DistributionPage 3 Purpose of this guide and how to use itPurposeThis guide outlines procedures to assist UNHCR Field staff and operational partners inthe design and implementation of systems for Commodity Distribution . Needs assessment,the planning of rations and the management of the logistics chain, up to the distributionsite, are not operations rarely fit textbook models.

2 Though there may be broad agreementon what the response should be, there are always factors which stand in the way of theideal. Problems are often situation specific so, it is only through Field level intersectorialcooperation that an agreed appreciation of the constraints can be built up and optimalcompromises found. Therefore this guide does not provide simple prescriptive recipeswhich can be used in all situations, but rather a framework for making the right decision ineach to use this guideThis guide will help you by pointing out issues which are important.

3 It offers techniquesand ideas based on best current practice which must be adapted to the particularcircumstances of your operation. It does not present a set of rules and procedures whichmust be followed, except in the case of the reporting soon as possible, you should read through the entire guide in order to becomefamiliar with the ideas and experience it , to use it in any refugee situation, you should read:Key points ( )Choosing a system (p. 21 )This guide should be read in conjunction with other UNHCR policy papers, guidelines andmanuals which impact on the area of Distribution management.

4 Of particular importanceare the UNHCR /WFP Memorandum of Understanding on the Joint WorkingArrangements for Refugee, Returnee and Internally Displaced Persons FeedingOperations, Geneva March 1997, Registration - a practical guide for field staff, UNHCR Geneva 1994, UNHCR Policy on Refugee Women, UNHCR Geneva andRefugee Children, Guidelines on Protection and Care, UNHCR , Geneva refer to the bibliography in Annex guide was produced through a process of consultation with organisations directlyinvolved in Commodity Distribution , principally WFP the Red Cross and Red Crescentmovement and NGO implementing partners of UNHCR .

5 The inputs of theseorganisations are gratefully using this guide those actually involved in Commodity Distribution will see ways toimprove it based on field experience. Suggestions for improvements to this guide basedon this will be welcomed and can be incorporated into the revision planned for should be addressed to the Head of the Food and Statistics Unit, PCS,Division of Operational Support, UNHCR , Geneva, e-mail of ContentsGlossary - Acronyms - Key of main actors and their roles in Commodity and non-food planning , how to live with ration/registration - How many Distribution points, their to start.

6 How often to for TO CHOOSE AND SET UP A framework - an and disadvantages of the three categories of the to distribute through the to distribute through groups of heads of to distribute through individual heads of THOSE leadership may not truly represent the role of refugee to all the beneficiaries, the crucial and much to distribute when numbers are not you do not have enough to go in and empty containersTable of ContentsAnnex 1 Reporting on food distributionForm for Food Distribution Monitoring ReportExplanatory NotesAnnex 2 Reporting on Non-Food Items DistributionForm for Non-food Distribution monitoring ReportExplanatory NotesAnnex 3 Reporting on Food DistributionWorksheet for On Site Food Distribution Monitoring ReportExplanatory NotesAnnex 4 Household Monitoring ReportAnnex 5 Post

7 Distribution MonitoringMarket Survey ReportForm for Market Survey ReportAnnex 6 BibliographyIndexGlossaryCommodityThis term covers both food and non-food items given in mass Distribution to the CycleThe time period between regular group of people living together, related by blood orotherwise and recognised by the society as a group of people living together who pool theirresources. They may or may not be members of thesame of FamilyThe person accepted by the family and by the societyas representing that family within the society.

8 Thehead of family can be female or of householdThe person accepted by thehousehold and by the society as representing thathousehold within the society. The head of householdcan be female or ShopA form of Distribution to individual heads of word "Refugee" is used throughout this guidewhen referring to beneficiaries. However theprinciples outlined can be applied to returnees,internally displaced people and others of concern tothe High Commissioner and therefore targeted inUNHCR assistance CardA standard forgery-proof card to be issued to allheads of household/families.

9 The uniquely numberedcard allows for easy identification as well as for thedistribution of food and non-food items and can beprocured through UNHCR /STS in or TippingA method of approximating a given weight of food bythe volume of a or groups who have particular problemswith fair access to Commodity Distribution by virtue oftheir physical or social status and the norms withwhich the refugee community treat that Branch OfficeDOSD ivision of Operational Support, UNHCREDPE xtended Delivery PointEPRSE mergency Preparedness and Response Section, UNHCRFBARSUNHCR s Field Based Registration SystemFMISUNHCR s Financial Management InformationSystemFSUFood and Statistical Unit, UNHCR GenevaGSSG eneral Services Section, UNHCR GenevaHQsUNHCR Headquarters, GenevaICSSI nformation and Communication Systems Section, UNHCR GenevaKCalUnit for energy produced by foodLOIUNHCR Letter of InstructionMOUM emorandum of Understanding between UNHCRand WFP.

10 March 1997 NFINon-Food ItemsPAPublic Address systemPCSP rogramme Coordination Section, UNHCR GenevaPOPP eople Oriented PlanningPTSSP rogramme and Technical Support Section, UNHCRG enevaSFPS upplementary Feeding ProgrammeSTSS upply and Transport Section, UNHCRTFPT herapeutic Feeding ProgrammeWFPW orld Food ProgrammeKey PointsThe Ideal Distribution System should be safe and easily accessible to theintended :Organised in such a way that the system is free of threat to all whouse it, with particular attention to women and the : Distribution points are close to where people live and are located inplaces which do not restrict the access of particular groups.