1.2 Personnel

Distribution covers number of sectors beside food, including but not limited to Non-Food items such as shelter materials, WASH and hygiene kits, seeds and tools, cash and vouchers, other livelihood items etc. CARE has its own cash and voucher distribution/management guidelines and should be utilized when conducting cash and voucher distribution activities. The distribution system described below is more appropriate for food and non-food items. The number of staff needed to conduct effective distributions depends on the size of the recipient community, the quantity and type of goods and commodities, the context under which distribution will take place, duration and the frequency of distributions. At a minimum, sufficient numbers of staff are required to cover the following tasks:

  • Distribution management:
    • Identification of recipients, their numbers, locations, needs…etc.
    • Periodic recipient verification
    • Coordination with recipient community, including local authorities
    • Preparation of distribution site based on the quantity and type of commodities
    • Adequate security and crowd control arrangement
    • Tallying recipients upon entering distribution site
    • Distribution of ration cards or other similar means to be used for receipt of commodities
    • Punching ration cards
    • Scooping/distributing goods or commodities
    • Verifying receipt as recipients exit distribution site
    • Registering complaints and/or providing help desk services
    • Distribution report preparation
  • Stock management:
    • Identifying and training a staff/community committees to receive commodities at distribution sites
    • Documentation of receipt of goods and commodities at distribution site
    • Loading, unloading and movement of goods and commodities
    • Documentation of transport or on-site losses
    • Physical custody, inventory accounting, proper storage and monthly reporting on stock (if goods and commodities are stored at distribution site).

It is recommended to have a clear organizational chart with specific positions, line management and clear roles and responsibilities for each position.

Every effort must be made to involve recipient communities in distribution management, especially in the following roles:

  • Identification and registration of needy people and their specific needs
  • Coordination with recipient community
  • Preparation of distribution site
  • Security and crowd control
  • Registering complaints and/or providing help desk services
  • Loading, unloading and movement of goods and commodities.
  • Trouble shooting and problem solving

Women should be represented on any community distribution committee and included in the management of the distribution. CARE staff must determine the role of women in the context of their community, and plan for women’s participation in the fullest and most equitable manner possible.

Always involve local community leaders in distributions and problem solving. This will promote transparency, facilitate immediate resolution of any community issues that may arise, and reduce possibilities of subsequent claims of improper procedures.

Avoid payment in kind (in food) for distribution staff or casual labourers.

See Annex 19.1 Terms of Reference Distribution Manager.