''Oxfam believes in the essential dignity of people and their capacity to overcome the problems and pressures which can crush and exploit them. These may be rooted in climate and geography, or in the complex areas of economics, politics, and social conditions. Registrationm Oxfam believes that, if shared equitably, there are sufficient material resources in the world to enable all m )eople to find fulfilment and to meet basic needs. and Distribution Oxfam is a partnership of people who share these beliefs people who, regardless of race, sex, religion or politics, work together for the basic rights of food, shelter and reasonable conditions of life. Oxfam provides people with the opportunity of playing a small part in a much larger struggle to eliminate poverty and to help hurnanity develop in a spirit of love, co-operation and soliclarity.'' taken from 'Oxfann An Interpretation' Oxfam UK and Ireland 274 Banbury Road Oxford OX2 7DZ United Kingdom Acknowledgements Preface This is the ninth in a series of short books which are the result of a year-long This book is based upon the field experience, and has been written with the active process of reflection and learning by Oxfam's staff in East Africa. The series support, of the following Oxfam staff and partners in East Africa: aims to fill a gap identified by those staff, that of practical guidance present- George Abel, Charles Achi, James Achila, Judy Adoko, Simon Ameny, Susan ed in a simple style for those working in the field on operational emergency Amot, Jimmy Andabaati, Jonathan Andrews, Florence Ariango, Juliana Auma, Ros Avery, Simeo Ayweka, Margaret Mania Azaa, Bernadette Bachubila, Rashid projects. Bakhit, Jamie Balfour-Paul, Robert Bayo, Nandiga Bigambo, David Bikaba, Izzy Given the circumstances in which the books have developed, they reflect Birch, John Bisoke, Morris Buga, Antony Burdon, Josephat Caroly, Charles only those areas of work with which staff in East Africa have been involved Draecabo, Christopher Ekuwom, Mohamed Elmi, Ekwee Ethuro, Emmanuel primarily support to refugees, to internally displaced people and to pas- Fimbo, Sister Fornasero, Cyn Gaigals, Lawrence Gichuru, William Gombe, Julle toralists, all of whom have suffered the consequences of conflict or drought. Gutru, Yohannes Hagos, Rahab Haguye, Francis Harembo, Dekha Ibrahim, However, the extent of this experience has been broad and imaginative, and Stephen Inyang, Onzima Ishmael, Tuku Ismael, Samuel Jonathan, Rosemary therefore it is hoped that the lessons from it will have relevance beyond East Kaduru, Emmanuel Kallonga, Bahrain Katsigazi, Alfred Kapoko, Rajah Africa. Kasunzu, Peter Kaswaka, Angela Katagyira, Modhakkiru Katakweba, Susan In several places there are references to Oxfam's internal procedures Kayetta, Suleiman Kidula, Saidi Kikoya, Amina Kisenge, Peter Kisopia, Hamisi and resources. Efforts have been made to limit these to a reasonable mini- Kisukari, Janet Koigi, Adam Leach, Anne Lema, Alois Lesuan, Hosea Lomilo, mum, in the hope that fieldworkers from other organisations may also find Simon Lomoe, Domah Loyce, Fred Lubowa, Basil Lucima, Vicky Luyima, Peter the books useful. Maraka, Mary Massawe, John Mayani, Shijja Mayunga, Grace Mbabazi, Atienc, The books assume little prior knowledge or experience, since one of Mboya, Festo Mchome, Martha Mtoizi, Peter Muhangi, Yusuf Muktar, John their uses will be as a basis for the induction and training of staff. However Munyes, Rose Mzava, Josphat Nanok, Haruna Ndema, Thomas Ng'ang'a, they also include reading lists which suggest sources of more detailed tech- Francis Ngimukuny, Eliud Ngunjiri, David Nguru, Melania Njau, Emily Njeru, nical information and guidance. Eva Ntege, Martin Ocaga, Dokko Ochieng, Lynette Ocholla, Peter Ogolla, Ronald Okuonzi, Efijah Omollo, Abdilkadir Osman, Kevin Quinlan, Francis Saiga, The complete series is as follows: Moroga Saison, Alfred Sakafu, Projectus Salvatory, Anna Samwel, Consolata Book 1 Introduction: Policies and Principles Sana, Loserian Sangale, Kaddu Sebunya, Halima Shuria, M.P Shuzza, Stephen Book 2 Preparing for Emergencies Tusiimire, Beverly Warjala, Roger Yates and Jack Young. Book 3 Assessment and Planning Book 4 Monitoring, Evaluation and Phase Out The following people are also thanked for their support, assistance and ideas: Book 5 Operational Project Management Systems: Logistics Alison Bannister, Ann Cullen, James Darcy, Ros David, Karen Brooks-Sax], Book 6 Operational Project Management Systems: Managing People Maurice Herson, Josephine Ippi, Paul Kendall, John Kinahan, Nick Leader, lan Book 7 Operational Project Management Systems: Managing Finances Leggett, Sarah Lockyer, John Magrath, Candida March, Jacinta Miller, Kate Book 8 Working with Displaced People Morrow, Paresh Moda, Koos Nefjees, Malcolm Ridout, Catherine Robinson, Book 9 Registration and Distribution Chris Roche, Eve Rodgers, John Rowley, Paul Sherlock, Paul Smith-Lomas, Book 10 Communications Work in Emergencies Nicholas Stockton, Caroline Sweetman, Nigel Taylor, Elena Tiffert Vaughan, Sarah Totterdell, Gwilym Wright and Helen Young. There is also an accompanying disc with a selection of resource material and sample documentation commonly required in any emergency operation. 2 3 Food Distribution: 38 Purpose of Food Distribution 38 Contents Methods of Food Distribution: 39 General Ration: 39 Ration Sizes 39 Introduction 7 Issues to Consider 43 Food for Work 46 Principles of Effective Distribution 8 Supplementary and Therapeutic Feeding Programmes 48 Community Managed Distribution 9 Supplementary Feeding 48 A Realistic Approach 10 Therapeutic Feeding 49 Destocking and Restocking 49 Key Stages in Distribution 12 Planning 1: 13 Non-Food Distribution: 51 Community Representation 13 Specification 51 Distribution Committees 14 Quantity 51 Representation and Gender 16 Seeds and Tools Distribution 53 Registration and Distribution Planning 17 Planning with Other Organisations 20 Summary of Key Lessons 55 Team Planning: 20 Logistics 20 Appendix 56 Staffing: 21 Further Reading 56 Recruitment 21 Material Available on Disc 56 Training 22 Sharing Information 1 24 Registration: 25 The Registration Format 26 Common Problems in Registration 28 Registration of Displaced People 29 Registration Groundrules 29 Planning 2: 30 Compiling Figures and Calculating Rations 30 Planning the Distribution Schedule 31 Hiring Trucks 32 Sharing Information 2 33 Distribution 34 Monitoring 36 4 5 Introduction Distribution is the process of delivering relief supplies to those who need and are entitled to receive them. Registration in this context is the process of recording the names of these people, and it is therefore a central part of any distribution. The approach to distribution described in the following pages is based not on fixed procedures or systems but on a particular way of working which can be applied in different situations. At its heart is a set of simple principles which should guide all our actions. These include the standards of behaviour which beneficiaries are entitled to expect from any relief agency involved in distribution activities and from their own representatives: • that the particular system of distribution should be built around the ben- eficiaries' lifestyle and culture. • that there should be as much transparency as possible in the sharing of information and in project activities. • that the beneficiaries should be treated with dignity and respect, and should be assisted to play as active a part as possible in the running of the distribution. • that women should be encouraged and supported to take a central role, given their traditional authority over household management and their responsibility for family welfare. • that each beneficiary has an individual right to receive the entitlement which they have been promised, and therefore that relief agencies must be accountable to them in supplying this. This approach to distribution can be used with different communities in dif- ferent circumstances. It has worked successfully with settled populations, with nomadic pastoralists, and with refugees and internally displaced peo- ple living in transit camps and longer-term settlements. It has been used to distribute both food and non-food items, either on one site (centralised) or spread over a large area (decentralised). The purpose of this book is to give a general introduction to the princi- ples and practicalities of registration and distribution. It describes the prin- ciples of effective distribution and the practical steps involved and then looks in more detail at the distribution of both food and non-food items. 6 7 and find valuable roles to play within it. Regular dialogue, particularly with women, will help to ensure that the distribution remains relevant as Principles of Effective Distribution people's needs change. The effectiveness of any distribution will be determined by five key factors. Community Managed Distribution These are: 1. Registration The last of these five principles, that of participation, is an important part of The registration process defines those who are eligible to benefit from community managed distribution. The extent to which any group of people the distribution and those who will directly receive the items. If the reg- is in practice able to distribute resources effectively amongst them depends istration is accurate, the distribution will be accurate. on several things: 2. Transparency Firstly, openness with information and in your behaviour is an important • the degree to which there is a