PARCEL Standards – Distribution
Note that the starting point for these Standards assumes that Beneficiary selection has already taken place. Also note that the Standards relate to the distribution of goods and do not include cash and voucher distribution modalities.
Procedures are in place to Design Distribution to beneficiaries, which should include discussions on:
- Distribution model (cash / vouchers / goods) and specifications (what to distribute).
- Site(s), access, design and equipment needs on the distribution day. • Distribution related procurement, storage and kitting.
- Schedule for distribution to multiple sites / at different times.
- Distribution Transportation (including calculating volumes).
- Risk Assessment.
- Beneficiary / Community Engagement (before, during, after) and Beneficiary accessibility, safety and security during distributions – with special focus given to vulnerable groups.
- Staffing and Volunteers.
- Monitoring, Accountability, Documentation, Reporting and Donor Requirements.
- Coordination with other actors (NGOs / local authorities etc.).
Location Planning and Set up
To control and deliver a distribution to beneficiaries, there is evidence of site planning and design, including:
- A physical map of the distribution area, with key information highlighted.
- Well chosen distribution points.
- Calculations of quantities of items per distribution point (based on beneficiary numbers and contingency).
- Access routes in and out and transportation methods.
- Storage on site (where relevant).
- Placement of staff and volunteers in the distribution area.
Safety and Security
Procedures are in place to assess, analyse and take decisions on safety and security for a specific distribution. Safety and Security information feed into the design of the distribution (e.g. access / exit routes, dist. point locations). All staff and volunteers involved in the distribution can explain the security procedures and how they relate to their specific role.
Roles and Responsibilities
Roles and Responsibilities for all staff and volunteers involved in a distribution are defined and understood. Staff and volunteers will, as a minimum, be clearly identified and be able to communicate with each other throughout the distribution.
Registration and People Movements
Detailed, written procedures are in place for the registration and movements of beneficiaries during the distribution, including: • Registration area is set up at the entry of the distribution area. • Consideration of waiting areas / queing. • Physical movements in and out of a distribution point. • Separate issue handling to minimise disruption and delays to the distribution line.
Issuing and Recording Items
The correct Items issued to registered beneficiaries and recorded accurately.
Monitoring and Accountability
Procedures are defined for monitoring during and after a distribution to beneficiaries, which covers as a minimum:
- Complaints handling.
- Verification of receipt.
- Verification of consistency of quality and item specification.
- Assess appropriateness and actual usage.
Physical Reconciliation of Distribution Item
Procedures are defined to reconcile and return to stock items after a distribution, including the documenting, reporting and investigation of any discrepancies.