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End Violence Against Children
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Emergency Management

Disasters become a regular phenomenon for the people of Odisha. Natural disasters like cyclone, flood, drought, tornado and tidal waves causing irreparable damage to the lives and livelihood of the poor people. Women, children and aged are the worst victims of these natural occurrences. Keeping in view the ignorance of children, women and aged PECUC works for relief, rehabilitation, restoration of livelihood with a particular focus on children, women, aged and the marginalized community

Disaster preparedness training programmes are organized at the community level for enhancing community capacity for disaster risk reduction with special focus on handling children related issues in pre, during and post disaster situations. Child Friendly Flood Shelters have been constructed to provide safe shelter to the children during flood.

Good Practices on Relief Distribution Process

Relief is not for all. Relief is the right of the affected community. The relief aid must reach to the most affected without any discrimination and delay. It necessitates transparency and accountability at all stages of operation.

Objective Set: the objective is to reach out to the target list of beneficiaries through the distribution.

Strategy Adopted:

  • The basic strategy of the relief distribution was to maximize community participation in the distribution process
  • Division of work into three operational stages –preparatory, event management, follow up
  • Distribution of responsibility

Activities Undertaken:  the activities are sub-divided under following major heads 

A). Material Management:  

  1. 1.      Procurement of material and stationery: material procurement entails formation of an internal procurement committee consisting of the secretary, the accounts manager a senior PECUC staff. The committee looks after identification, selection and consultation with suppliers, verification of samples and rates, placement of material requisitions, checking of quotations and conditions of supply, placement of purchase order and follow up with the supplier for timely supply.
  1. 2.      Quality control: The committee on quality control consisted of the accounts manager, two core staff members and supervised by the secretary. Two of the members - were based in the field to make on site inspection and verification of materials using standard parameters like the weight, measure, size, brand, working condition, damages, support documents etc of the materials. Some damaged goods found during the distribution process were brought to the notice of the supplier and necessary replenishment ensured.
  1. 3.      Ware housing and security:The internal procurement committee also looked after convenient warehousing and round the clock institutional security arrangements for safekeeping of the materials and to facilitate timely and smooth flow of materials at all times during relief process. For this purpose, the local police was informed as a precautionary measure. Store keeping was entrusted with Lulu - a member of quality control committee. A core staff supported him. Lulu was to maintain a stores-inward and outward register, stock register and other relevant documents and records. He was responsible to collect the materials as per specified quality and quantity and take care of wear and tear of the materials. Similarly, he was to ensure timely handing over of specified quantity of materials with way bills and other documents to the concerned person, who in turn transits the materials to the distribution point. At the end of the day he would receive the surplus materials from the distribution point.
  1. 4.      Transportation mechanism:The transportation of materials at the organization level was made from Bhubaneswar to Kendrapara and from Kendrapara to the field and vice-versa. At Bhubaneswar level, it was dealt with through the accounts department supported by the office assistant. At the field level it includes transportation of both men and material. It was coordinated by the stores in charge and supported by others. Four wheelers were hired and two wheelers of locals were pressed into the operation.
  1. 5.      Distribution mechanism: The store in charge was eventually overall in charge of the material distribution. Staff, the volunteers, committee members, CBOs, ASHA and PRI members supported him from time to time. He is also responsible to coordinate maintenance of beneficiary lists, distribution records and records etc.

B). Documentation and reporting:  

  1. 1.      Printing: printing of distribution related materials - beneficiary card, registration sheet, campaigning materials - badges for volunteers and children, leaflets and banners were done as per the requirement and in consultation with SC at the head office level in Bhubaneswar before the commencement of distribution
  1. 2.      Collection and compilation of data: the demographic data, the list of members of the committees, etc has to be ready. The beneficiary lists for proposed distribution needs to be sharing with the community, compared with that of the govt. before certification of the committee and the Sarpanch. Similarly, beneficiary card has to be distributed and registration sheet prepared prior to the distribution, copies of waybills etc are available at the office for use. The soft copies of beneficiary list with photographs are maintained for future reference – all these are coordinated and controlled by the core staff.
  1. 3.      Reporting:documentation comprises of photo documentation, case study and report collection and compilation, sharing with stakeholders at different levels like the committee, the Sarpanch and beneficiaries and reporting to the donors. Similarly, distribution of beneficiary cards prior to the distribution was necessitated. Written information to the administration, the police etc prior to the distribution ensure inauguration/visit of the govt. officials and maintenance of law and order during the entire process. All these are facilitated through the field coordinator, the core staff and others. Maharana carried out reports to SC through proper channel.

C). Human Resource Management: 

  1. Division of work:the arrangement of human resources and division of work required to be centrally managed to conclude village level work, collect different data, dissemination of information and solemnization of different activities like transportation of men and materials from the store to the place of distribution and vice-versa and disbursement of relief. The core staff through frequent staff meetings centrally managed it.
  1. Support and sustenance:Human Resource management within a relief project calls for timely and organized support and sustenance in the way of physical/material, moral, service and fiscal facilities. It affects the efficiency and effectiveness of relief aid and avoids backlog of activities. Division of work, specialization and compartmentalization, provision of basic amenities at the distribution point including food enhanced the efficiency of workers. The emergency needs of the staff and the project was met out of the local acquaintances, which added to the ultimate result of the project.
  1. Utilization of petty cash:the disbursement of local financial obligations like petty purchases was made as a part of larger strategy to respect the local supplier for his/her timely contribution. It also resulted in garnering additional support from the community. 

D). Event Management: 

  • The timing:the date and time of the relief must be congenial to that of the community – it should respect the cultural, occupational and ethical aspects of the affected community.
  • Logistics: the logistics that include food for the staff and volunteers was managed with the help of hard working local volunteers and the core staff.
  1. Beneficiary management: 
  • Beneficiary card and Beneficiary Code No:meant to develop a better distribution system, the card was issued to the beneficiaries prior to the distribution date/time. A beneficiary code no in the card is required to be matched with that of the registration sheet for identification of the beneficiary and to avoid duplicity.
  • Signature in the Registration Sheet:three signatures were taken – two on the beneficiary card and one on the registration sheet for validation of handing over of materials to the beneficiary.
  • Photography of Beneficiaries:a pass port size digital photograph of the beneficiary was taken at the distribution point for record keeping.
  • Name of Relief Materials: the type of beneficiary was filled up by matching the name of the relief material both in the beneficiary card as well as in the registration sheet.
  • Demonstrations: demonstration of Zeoline and Alam the water purifiers were taken up at the distribution point to promote the use of Zeoline and Alam provided along with the Hygiene Kit
  • Preference: preference to vulnerable people and groups like women, old aged, disables was there to promote harmony and equal access to distribution system.
  1. Crowd management: 
  • Visibility strategy:pamphlets on constitution and function of the committee were prepared through the village youth and pasted at the prominent places of the village and distribution point to enable the villagers know about the things.
  • Drinking water:drinking water at an easily accessible place for the beneficiaries was provided on humanitarian ground.
  • One way long barricades: one way long barricades with one entrance path and one exist path and card boards showing the entrance and exit was there as a part of crowd management strategy and smooth performance of the distribution system.
  • Suggestion Box: a suggestion box was installed at a convenient place near the distribution point to facilitate people’s right to information and to listen to the grievance in a constructive manner  
  • Security personnel:the security of the staff, relief materials as well as documents and records of the project was ensured through appropriate division of work and placement of institutional security at distribution point
  • Separate sections: separate sections for checking beneficiary card, signing of documents, distribution of materials and photography of beneficiaries was there to avoid rush
  • Involvement of community:involvement of community members like the members of the committee, the PRI, the CBO’s help ventilate the grievances and restore normalcy.
  • Identification of unidentified beneficiary:it was facilitated as a part of the larger perspective of the programme to reach out to those affected people who were not covered during the first round of relief distribution.
  • Ventilation of grievances:

E). Networking, advocacy: 

  • Inauguration of distribution: the inauguration of distribution was informed to the district administration and PRI as a result people like sub-collector and local serpanchs came forward to take part in the inauguration ceremony at different places. 
  • Rapport: Joint/separate meetings with committee, CBOs and panchayat members were made to ensure involvement of above stakeholders in the relief operations, to sort out the differences/obstacles during the relief process and to reach out to the worst affected people. Similarly, the local administration was approached by the core staff and communicated reports from time to time for their suggestion and support.  
  • Impact Assessment:It is done by door to door visits to understand the psychology of the beneficiary, to measure the change it has brought about in his/her life and that of the family/children and to enable them make better use of the materia

    Kalapada High School, Kalapada, Kendrapara School Safety Plan received NIDM Award in 2012


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