Checklist for a Camp Management Agency

Overall Issues and Principles for Commodity Distribution

• Decide on what transfer modalities best suit the context, in consultation with affected communities.
• Establish the required food distribution mechanisms, including Food Distribution Committees, taking into account appropriate gender representation and other diversity characteristics of the population, such as religion, persons with disabilities and age.
• Ensure the camp population figures are known and that the amount of commodities available is sufficient to cover the whole group, be it a targeted or a general distribution.
• Ensure that information concerning the distribution, such as the items, quantities, target and procedure, is disseminated to the population concerned.
• Ensure that plans are in place for assessment of groups with specific needs and resources are available to cater for them.
• Ensure that the appropriate security measures, such as crowd control and safety of commodities, are in place to ensure a smooth distribution.
• Ensure that the required monitoring mechanisms are in place, such as on-site monitoring during distribution of food-baskets, NFIs and cash and vouchers and post-distribution monitoring.
• Put in place complaints mechanisms.

Specific Issues to Consider in Preparation for and During Each Distribution

Organising Distribution Area

• The distribution is organised so that people wait in an orderly manner, in queues.
• The food/NFIs are handled properly, and food is not spilled on the ground.
• The distribution area is properly sheltered from sun, rain and wind.
• The distribution area is kept clean.
• There is enough security provided to ensure an orderly distribution and crowd-control.
• The distribution area is clearly defined, for example by rope or plastic.

Distribution Process and Name Verification

• The ration card is verified to check the holder’s identity and whether s/he is on the list of names.
• The ration card is punched or otherwise appropriately marked upon entry to the distribution site or upon receiving food, NFI, cash or vouchers.
• Agencies use computerised name lists where appropriate.
• All food distributors observe hygiene rules when handling food or other items.
• Family sizes remain constant during the food distribution cycle and any changes in family size are recorded by the distribution agency.
• Loudspeakers are sometimes used to call out the names of the camp residents.

Distribution Equity and Vulnerable Camp Residents

• There is a separate line monitored by a staff member for easy access for persons with specific needs who require a separate queue.
• A staff member is involved in assisting the more vulnerable persons or those at heightened risk to receive their distribution.
• Swift action is taken to find out why people are not on the list of names if complaints are received about targeting.
• Everybody receives the same agreed upon ration and the quantities are monitored.

Information-Sharing on Distribution

• All the camp population is well-informed of the modality and the distribution day, place and time, and the quantity of items they are to receive.
• All camp residents are well-informed of the quantity of food contained in one scoop in food distributions and the scoop size is consistent.
• All camp residents are well-informed of changes in the food basket, ration, cash or the voucher transfer value.
• Different approaches are used to properly inform those with specific needs (minors/deaf persons/older persons/ those who are sick).
• Standards of accountability, including codes of conduct, are shared with and observed by the service providers.

Time of the Distribution

• The distribution starts on time.
• The service provider arrives on time in order to make all the set-up preparations.
• The items are off-loaded and handled in a proper and safe way.
• Staff of appropriate agencies like UNHCR and WFP and the service provider are present throughout the distribution process.

If Scoops Are Being Used in Food Distribution

• Standard scoops are used according to local custom if appropriate.
• All scoops are precise and marked to show the exact quantity.
• The same scoops are used for different food items.
• If scoops are changed between distributions while food rations remain the same, this is clearly explained to the camp residents.