Agency for Rehabilitation

Assistance & Development of Afghanistan

(ARADA)

ARADA - TPM

Presentation
for ARADA field Staff

2024
ARADA Values

1.Commitment
2.Zero tolerance to corruption
3.Team Work

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Why Third-Party Monitoring for WFP
• Access Limitations
• UN Security protocols (low-visibility option for
monitoring in areas of limited access)
• Cost efficiency
• Independent triangulation of data from partners and
in-house staff.
• Data credibility in contract to CP/IP data.
• Local Insight
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Purpose and Importance of TPM
TPM are the EYES & EARS of WFP on the Ground

• Notifies WFP relevant SO managers of issues in their project/

activity implementation which might affect the program’s expected
output/outcomes; hence need for quick follow-up actions;
• Identifies areas where the CP is not respecting what was agreed in
their Agreement with WFP (Food, CBT or Resilience Activities);
• Safeguard WFP’s image among the beneficiaries by respecting its
commitment to protection and accountability to affected people.
• To record and document problems and issues in projects/activities.
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WFP Project Activities
2. Strategic Objective 2 (SO2) – Resilience
1. Strategic Objective 1 (SO1) – Crisis Response

• 1.1 Contingency Response  2.1 Food For Assets (FFA)

• 1.1.1 Natural Disaster Affected Population  2.2 Food Assistance for Training (FFT)
• 1.1.2 Conflict/Natural Disaster Affected IDPs
• 1.1.3 Returnees
 2.3 Small-holder Agriculture Market Support (SAMS)
• 1.1.4 Refugees

3. Strategic Objective 3 (SO3) – Resilience

• 1.2 General Food Distribution (GFD)
 3.1 School Feeding Program
• 1.2.1 Conditional (Rural)
• 1.2.2 Unconditional (Urban/Rural)  3.1.1 Primary School Students Boys and Girls (Grade:
1-6) - HEB/Bread+
• 1.3 Target Supplementary Feeding Programme (TSFP)  3.1.2 Secondary School Students Girls (Grade: 7-12) -
• 1.3.1 Moderately Acute Malnourished Children <5 (MAM-CH)
Incentive
• 1.3.2 Acutely Malnourished Pregnant and Lactating Women
(AM-PLW)

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TPM Scope of Work
1- Key Obligations

• Project Management of TPM

• Human Resources Management
• Administrative & Logistical Arrangement
• Quality of Work and Deliverables
• Financial Management

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TPM Scope of Work
2. Term of References
• Distribution Monitoring: Conduct distribution monitoring of in-kind, cash-based transfers and of all WFP project activities.
• Activity Implementation Monitoring: Conduct implementation monitoring of CVI, RFS, VST, TSFP and SF project activities.
• Food Safety and Quality Check: Conduct FSQ check of food commodities supplied to WFP by its FSPs at their storages in the
fields.
• Beneficiary SCOPE Registration Monitoring: Monitor the registration process of beneficiaries through SCOPE.
• CFAC Verification: Conduct verification of CFAC process.
• Beneficiary Verification/Spot-check: Conduct random and needs- based field visits to selected locations to perform
beneficiary verification in the context of community-based targeting or other.
• CFM Case Verification: Conduct verification of all critical CFM / issue-based cases as referred.
• Post Distribution Monitoring: Conduct post distribution monitoring (PDM) of all WFP projects.
• Data Collection: Conduct data collections for program support i.e., food security assessments, market food prices,
baseline/impact surveys, gender, protection, RFS technical assessment, school students' headcounts, nutrition surveys and,
etc.
• Reporting: Provide periodic field monitoring reports (checklists, forms, narratives etc.) through WFP’s standard monitoring
data collection tool i.e., MoDa, KOBO

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ARADA FMs Role and Responsibilities
• Coordination
• Monitoring/Observation
• Suggestions/Actions on the spot
• Reporting

• ( Due Diligence on the data quality and Analysis on provincial

or HQ level)

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Before Deployment
To ensure the success of a mission, it is important to follow these steps:
 Understand the objective of the mission.
 Develop a plan in coordination with the team leader and should know
about the caseload, cycle, ration size, and duration of the mission.
 Ensure that all necessary equipment is available, including vehicles and
communication devices.
 Coordinate with the CP supervisor/monitor.
 Prioritize preparation and time management to facilitate a smooth
operation.

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 Food Distribution Monitoring
Before
• Internal Coordination with office.
• External Coordination with CP and local authorities.
Upon Arriving
• Informing the office of your exact arrival at the Final Distribution Point (FDP)
• Checking the food condition and waybill ensuring that food items are stocked properly, the correct quantity. Weighing the Pulses and
wheat Flour randomly
• Conduct Baking Test and Report to the TL
• Checking the visibility of WFP at FDP.
• Checking the availability of the beneficiary list on the site.
• FDP Mapping and monitoring Beneficiary travel time to FDP and the distribution sites to be assessed by TPM for security reasons.
During
• Making sure any important issues or findings made are shared with the Office right away.
• Informing the office when the first beneficiary receives their food package.
• Making sure project beneficiaries have/receive the correct information on the project (LNS/WSB, Food rations, donor, country)
• Checking the waiting facilities provided for beneficiaries (Water, Toilet, and Shade). Checking the distribution process inside and outside
of FDP.
• Checking the method used to verify beneficiaries.
• Checking the method used to verify beneficiaries.
• Checking for availability of helpdesk
• Taking good-quality photos of the process and filling up the consent form ( Note cam and regular cam)
• Collecting information for MODA Food Checklist and Actual Monitoring forms
After
• Reporting to the office the number of ben., ration size, and total MT distributed under the presence of TPM.
• Sharing a few good photos with the office
• Sharing your arrival back to the city if the assignment was outside of the city.
10
• Uploading MODA Food Checklist and Actual Monitoring forms.
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 CBT Distribution Monitoring (DC & CV)
Before
• Internal Coordination with office.
• External Coordination with CP and local authorities. (Pre-distribution meetings: CP, FSP, and TPM)
Upon Arriving
• Informing the office of your exact arrival at the Final Distribution Point (FDP).
• Conducting a sample weight check of 10 food items from different locations of storage (A few from the front, a few from the top, and a few from the side) to see if the average weight matches
the ration size that should be provided by the Food Service Provider (FSP).
• Checking the food condition and quality provided by FSP.
• Conduct Baking Tests and Report to the TL.
• Checking the visibility of WFP at FDP.
• Checking the availability of the beneficiary list on the site.
• FDP Mapping and monitoring Beneficiary travel time to FDP and the distribution sites to be assessed by TPM for security reasons.
During
• Making sure any important issues or findings made are shared with the Office right away.
• Informing the office when the first beneficiary receives their food package.
• Making sure project beneficiaries have/receive the correct information on the project (LNS/WSB, Food rations, donor, country)
• Checking the waiting facilities provided for beneficiaries (Water, Toilet, and Shade).
• Check if the Help Desk and hotline number are available.
• Checking the method used to verify beneficiaries.
• Monitor the quality of currency notes distributed to Beneficiaries.
• Taking good-quality photos of the process and filling up the consent form.
• Collecting information for MODA Food Checklist and Actual Monitoring forms.
• Ensure the FSP brings cash amounts adequate to all the beneficiaries.
• Daily reconciliation of distribution with CP and FSP.
After
• Reporting to the office the number of ben., ration size, and total MT distributed under the presence of TPM.
• Sharing a few good photos with the office
• Report on absentees cases
• Sharing your arrival back to the city if the assignmentThe
was Agency
outside for Rehabilitation
of the city. Assistance & Development of Afghanistan (ARADA)
• Uploading MODA Food Checklist and Actual Monitoring forms. 11
CBT Distribution Monitoring (VV)
Before
• Internal Coordination with office.
• External Coordination with CP.
Upon Arriving
• Informing the office of your exact arrival at the Final Distribution Point (FDP).
• Checking the availability of CP Staff in the market.
• Checking the availability of banners to indicate the updated prices.
• Checking the visibility of WFP in the market.
During
• Making sure any important issues or findings made are shared with the Office right away.
• Inform the office when the first beneficiary receives their food package.
• Checking the quality of food items in the market.
• Making sure project beneficiaries have the correct information on the project (Food rations, donor, country)
• Ensuring that the sold price of each food item in the receipt is the same as the price indicated in the banner of prices.
• Taking good-quality photos of the distribution process and beneficiaries.
• Collecting information for MODA Actual Monitoring form.
• Taking good-quality photos of the process and filling up the consent form.
After
• Reporting to the office the total beneficiaries that received assistance under the presence of TPM and any findings from the assignment.
• Sharing a few good photos with the office.
• Uploading MODA Actual Monitoring form.

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Dos and Don’ts during the distribution
Dos Don’ts

• TPM should advise the CP at the site for any routine • TPM should not have any lead role in the project implementation
improvements and report the issue as action taken. but only monitoring, spot checking, and reporting.

• In case of any major issue, TPM is to report to WFP AO • Per the FLA, CP is responsible for the planning and execution of
the project.
immediately,
• TPMs should not sign the Beneficiary ration cards.
• Ensure you take good-quality photos from each visit and
• Do not interview with social media, unless you take approval
share them with the TLs.
from WFP.
• Ensure that the distributions are as per the ration size
• You represent WFP in the field, ensure you do not engage in any
and timely. type of misconduct, fraud, corruption sexual exploitation or

• Take action on the spot on the issues that will not be abuse.

adjustable by reporting. • Do not hide any issues and findings you discover in the field.

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 CFAC Committee Verification
Before
• Internal coordination with the office.
• External Coordination government (District governors in Rural and Municipality in Urban).
• Receiving CFAC list and planned CFAC for Spot check from the Office.
• Knowledge of CFAC members’ selection criteria.
Upon Arriving
• Updating Office your exact arrival to the activity location.
During
• Checking if there is a village left out from the CFAC representative.
• Checking if CFAC members are aware of their roles in the CFAC process.
• Checking if CFAC members are aware of CFAC Selection Criteria.
• Checking if CFAC members received training/mobilization from CP staff or not.
• Taking good-quality photos of the process.
• Collecting information for MODA CFAC Checklist and MODA Actual Monitoring forms.
• Making sure there is no outside interference on CFAC formation/process.
After
• Reporting to the office the number of CFAC committees that were spot-checked and any relevant information/findings that were had as
well.
• Selecting a few good-quality photos and forwarding them to the Office.
• If the task is outside of the city, inform the office of your arrival in the city.
• Uploading the MODA CFAC Checklist and MODA Actual Monitoring forms.
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Beneficiary Spot-Check
Before

• Internal Coordination with office.

• External Coordination with local authorities (Provincial Level and District Level)
• Receiving beneficiaries list and planned HHs for spot check from the office.
• Knowledge of CFAC vulnerability criteria
Upon Arriving
• Updating Office your exact arrival to the activity location.
During
• Making sure any important issues or findings made are shared with the Office right away.
• Interviewing beneficiaries and checking eligibility according to CFAC vulnerability criteria
• Collecting information for MODA Spot-Check Checklist and MODA Actual Monitoring forms.
• Taking good-quality photos of the process and filling up the consent form.
• Making sure there is no outside interference on BEN selection such as recommendations from the CP, or TPM team.
• After
• Uploading MODA Spot-Check Checklist and MODA Actual Monitoring forms after completion of the mission.
• Reporting to the office the total beneficiaries that were spot-checked along with MNR.
• Selecting a few good-quality photos and forwarding them to the Office.
• If the task is outside of the city, inform the office of your arrival in the city.
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 Activity Implementation Monitoring (FFA)
Before
• Internal Coordination with office.
• External Coordination with CP and local authorities.
• Having full information on the nature of the project, FLA, or project documents.
• Review the last visit report so the progress is measured against it.
Upon Arriving
• Updating Office your exact arrival to the activity location.
• Check the availability of the latest design drawings and technical specification documents.
• Review the Journal available at the site.
During
• Making sure any important issues or findings made are shared with the Office right away
• Checking attendance of daily wage laborers.
• Making sure daily wage laborers have the correct information on responsibility, projects, and entitlements.
• Ensuring all project beneficiaries match the daily wage labor criteria (appropriate age, punctual, jobless, not village elder does not have any disability, etc.)

• Check and verify the quality of construction materials and tools.

• Check the availability of the needed construction tests at the site.
• Checking Bill of quantity(BoQ).
• Tracking the work quality asset through the weekly narrative report(Inclusive of photos that show progress).
• Collecting information on MODA FFA Checklist and MODA Actual Monitoring forms.
• Taking good-quality photos of the process and filling up the consent form.
After
• Selecting a few good photos and sending them to the office.
• Sharing a weekly narrative report of findings on the process.
• Sharing your arrival back to the city if the assignment was outside of the city.
• Uploading MODA FFA Checklist and MODA Actual Monitoring forms.
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Activity Implementation Monitoring (TSFP)
Before
• Internal Coordination with office.
• External Coordination with CP and local authorities.
Upon Arriving
• Updating Office your exact arrival to the activity location.
• Checking the recorded/recovered patient list (CH and PLW).
• Checking availability of waybills.
• Checking distribution list (newly registered and repeated rounds)
• Checking the food condition and quality provided by FSP
• Checking the visibility of WFP at FDP.
During
• Make sure any important issues or findings made are shared with the Office right away.
• Making sure patients are according to TSFP/BSFP patient criteria.
• Ensure proper awareness by the TSFP Assistant to CH guardian and PLW about the importance of the program, proper commodities usage, and
follow-up rounds of distribution.
• Checking for discrepancies (waybill vs. registration/distribution list).
• Collecting information on MODA Nutrition Checklist and MODA Actual Monitoring forms.
• Taking good-quality photos of the process and filling up the consent form.
After
• Reporting to the office the total number of patients (PLW and CH) seen, store condition, registration book condition, and assistance distributed for
PLW and CH separately.
• Selecting a few good photos and sending them to the office.
• Sharing your arrival back to the city if the assignment was outside of the city
• Uploading MODA Nutrition Checklist and MODA Actual Monitoring forms.
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Monitoring SCOPE Registration
Before
• Internal Coordination with office
• External Coordination with CP.
• Have the number of equipment and number of Registrars.
Upon Arriving
• Informing the office of your exact arrival at the SCOPE registration site.
• Checking the visibility of WFP at the SCOPE registration site.
• Checking the availability of a cache file for CP to search previous beneficiary registration data.
During
• Making sure any important issues or findings made are shared with the Office right away.
• Making sure scope registrars ask for consent from beneficiaries to collect their personal information.
• Making sure the SCOPE equipment is handled with care.
• Beneficiary sensitization and obtaining consent before taking photos and fingerprints.
• Make sure that there is a mechanism for data quality checks (quality check desk, photo quality, pace of entry…)
• Check the measures for ensuring safety on site.
• Checking the method used to verify beneficiaries (Tazkira)
• Taking good-quality photos of the distribution process and beneficiaries.
• Collecting information for MODA SCOPE Checklist and MODA Actual Monitoring forms.
After
• Reporting to the office the total number of beneficiaries registered.
• Uploading MODA SCOPE Checklist and MODA Actual Monitoring forms.
• Sharing a few good photos with the office
• Sharing your arrival back to the city if the assignment was outside of the city.
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School Feeding Program
Before
• Internal Coordination with office.
• Making Sure each School is monitored once per month by CP, WFP monitors or TPM so external Coordination with CP is very important so
there is no duplication.
• Having complete information on the beneficiaries and ration size.
Upon Arriving
• Informing the office of your exact arrival at the school.
• Checking the visibility of WFP at School.
During
• A thorough inspection of the stock (in and out)
• If distribution is missed ask multiple students and cross-check their inputs. However, the focus should be on the stock.
• In the locations where Bread+ is implemented;
• Visit local bakeries
• Observe the quality of the ingredients
• Check raw material storage
• Collecting information for MODA SCOPE Checklist and MODA Actual Monitoring forms.
• Taking good-quality photos of the distribution process and beneficiaries.
After
• Make sure there is no contradiction between the last and latest reports
• Markets should be assessed for any misuse or abuse to be reported.
• Uploading SFP Checklist and MODA Actual Monitoring forms.
• Sharing a few good photos with the office
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Post Distribution Monitoring
Before
• Internal Coordination with office.
• Receiving beneficiaries list and planned HHs for PDM from the Office.
• External Coordination with government (District governors in Rural and Municipality in Urban).
• Having complete knowledge of the PDM checklist
Upon Arriving
• Inform the Office that you have started your PDM at which location.
During
• Depending on instruction provided by the office, conduct random or full PDM of ben. List
• Make sure the beneficiary met matches the information in the beneficiary list.
• Use a soft tone while conducting the interview and let the beneficiaries complete their responses.
• Fill out the checklist without adding or deducting something from the given responses.
• Taking good-quality photos of the process and filling up the consent form.
• Collect information for PDM Form (KOBO) and MODA Actual Monitoring forms.
After
• Uploading the KOBO PDM and Actual Monitoring forms.
• Reporting to the office on the number of PDMs that were conducted.

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Joint Assessment
Before
• Internal Coordination with office.
• External Coordination with joint assessment lead (Every province has its lead).
Upon Arriving
• Updating office your exact arrival to the activity location.
During
• Make sure any important issues or findings made are shared with the Office right away.
• Jointly verifying HHs and ensuring verification is based on Eligibility criteria.
• Collect information for MODA Actual Monitoring form.
• Making good quality photos that express the condition of the HHs assessed and their situation.
• Making sure there is no outside interference on beneficiary selection such as recommendations from IEA, NGOs, or the
TPM team.
After
• Reporting to the office the total HHs assessed and, the number of accepted and rejected for the day.
• Selecting a few good-quality photos and forwarding them to the office.
• If the task is outside of the city, inform the office of your arrival back to the city.
• Uploading Actual Monitoring form.

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Lessons Learnt: Dos & Don’ts
Don’ts
• Introducing self as WFP staff;
• Going to fields without prior coordination and planning or due time
• Going to fields without reviewing and having project documents
• Not doing the required and expected tasks during field visits;
• Doing the tasks of others (CP, FSP, etc……) knowingly (interruption)/unknowingly;
• Doing things beyond their ToR or area of responsibility/authority;
• Going to field visits/distribution sites/FDPs later;
• Leaving the distribution sites/FDPs earlier;
• Using CP transportation means;

• Not reflecting ground realities from fields;

• Reporting incorrect issues from fields due to personal problems with CPs;
• Imposing their family members and relatives to CPs, and FSPs for recruitment.
• Imposing CPs and FSPs to rent their or their relatives’ vehicles.
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Lessons Learnt: Dos & Don’ts
• Enlisting their family members and relatives, etc in WFP’s assistance through CPs.
• Not preparing proper field monitoring report
• Submitting field monitoring reports late
• Bypassing direct supervisors and going directly to WFP SO managers for every issue

• Misuse of local transportation cost and overnight stay;

• Not preserving professional behaviour with CP/FSP (too harsh/too friendly);

• Using photos taken from the field during monitoring for personal use;

• Advertising project assistance for personal gain;

• Not preserving equity/equality among team members in terms of # of missions, near way and far away locations, # of an overnight
stay, etc…..
• Ineffective utilization of office-arranged vehicles;
Dos
• Careful monitoring, identifying issues, taking corrective actions, provide reports and recommendations for improvement and
solutions.
• Report critical and high-importance issues as soon as possible
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Thank You

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