Field Monitoring Visit Report

Day and Date of Monitoring Visit:

Location of visit:
Project Information:
Beneficiaries of Project:
(Disaggregated by sex, age,
disability)
Type of Activity:
Methods Used:
Objective of field monitoring visit:
Staff conducted thee field
monitoring visit:
Who should receive this report:

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 Item Sub-Item Remarks Lessons Learned Recommendations
Instructions and • Conduct orientation/ preliminary
guidelines existed, meetings for all participants in the
circulated and shared project/activity to ensure that the
with all relevant unified instructions are
parties disseminated and to all participants
in order to carry out tasks in the
same manner.
• Distribute printed instructions/
guidelines to all
participants/volunteers in the
activity, whether from IRPAL staff
or the local community, to ensure
that implementation is
standardized at various distribution
points and role-setting in order to
ensure the quality of
implementation and meet all
requirements.
• Provide the management of the
distribution points with all
instructions relevant to this activity
(such as items allowed) and ensure
its circulation to all concerned
within the shopping place,
especially at the cashier
Managing volunteers • Commitment to apply all relevant
in accordance with policies to ensure the active
policies adopted participation of volunteers (both
local partners/Islamic Relief) in the
activity by training them on various
policies adopted by IRPAL to
ensure quality and perform tasks in
the same manner from all

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 Item Sub-Item Remarks Lessons Learned Recommendations
A clear and active role • Conduct control of specifications
for the examination for supplied items and their
and receipt compliance with the conditions in
committee contracts with suppliers prior and
during the distribution process to
beneficiaries
Beneficiary selection • The presence of a clear and written
mechanism mechanism for targeting: selecting
beneficiaries / distributing
numbers per governorate based on
clear criteria approved by the
IRPAL senior management and
applied
Mechanism for • A clear and written mechanism for
selecting local selecting local organizations
organizations participating in the
participating in the implementation of the activity in
implementation of each governorate based on clear,
the activity transparent and approved
standards from IRPAL senior
management
Ensure that Protection and inclusion
distribution points are requirements for all beneficiaries are
safe and comfortable adhered, take into account gender,
environment and are age, disability ... etc through the
accessible for all following:
people with different • The extent to which the
abilities distribution points are accessible
for people with disabilities (for
example: having a suitable
entrance for the path of the people
with motor disabilities)

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 Item Sub-Item Remarks Lessons Learned Recommendations
• Wide corridors to ensure easy and
comfortable movement when
there are large numbers.
• The presence of a separate
entrance and exit.
• Easy access to the shopping place,
with known address/ near the city
center/ transportation available in
the area
• Paying attention to the needs of
beneficiaries who cannot read and
write by providing a stamp in the
place of distribution
• Supermarket capacity to receive
beneficiaries per hour
• The shopping places are
committed to all safety and
hygiene measures
• Active participation of the local
community (local organizations) in
all project phases (for example: the
process of selecting shopping
places..)
• A clear mechanism for selecting
distribution points through a
declared and followed criteria
Ensure that adequate • The text message contains: Full
information in the name of organization in Arabic
text message reaches (Islamic Relief Palestine),
beneficiaries Beneficiary name in the List of
receipt and signature names, the
time, date and place of distribution
and purpose of message, and Bring
personal ID

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 Item Sub-Item Remarks Lessons Learned Recommendations
Take measures to • Distribution of beneficiaries
ensure that according to specific hours
beneficiaries do not • Consider the capacity of the
crowd and rush to shopping place when determining
preserve dignity and the number of beneficiaries per
safety hour
• Ensure no other organizations are
carrying out the same activity
during in the days of Islamic relief
distribution.
Voucher • There is a clear reference to choose
management the voucher modality (no other
modalities) based on market
assessment and considering
people from different abilities and
ages
• The presence of a clear / specific
written reference / mechanism to
determine the value of the voucher
comparing with other
organizations that have
implemented similar activity
• The voucher form is approved by
the concerned parties of the
institution.
• The voucher template contains
sufficient information and
instructions required for the
activity (especially e-mail/mobile
complaints, distribution hours/
value... etc)
• The presence of an approved
distribution mechanism (inside the
shopping place on the same day of

Page 5 of 9
 Item Sub-Item Remarks Lessons Learned Recommendations
distribution/ before the day of
shopping with local partners) and
ensures all BNFs receive their
vouchers according to approved
list of names.
• Distribution of printed leaflet to
each BNF containing all need
information about the activity
(Could be within the guidelines and
instructions for the beneficiaries, if
any)
Signature sheets of • Receipt sheets approved by
receipt: Ministry of Social Development
prior to distribution
• Signature sheets of receipt
contains sufficient information by
reviewing and approving the
receipt sheet from relevant
departments inside the
organization.
Serviced inside the • There are enough shop workers
distribution places wearing a uniform at the
distribution places to assist
beneficiaries
• There is sufficient lighting
• Air conditioners available
• Provide an alternative power
source when power is cut off
• Allocate a place for staff/
volunteers inside the distribution
place to receive beneficiaries to
facilitate the tasks of
staff/volunteers to ensure that the
beneficiaries are provided with

Page 6 of 9
 Item Sub-Item Remarks Lessons Learned Recommendations
general and indicative information
and, if any, answer queries and no
crowding all the distribution hours
• Sales receipt: Each beneficiary
receives a printed receipt
containing a list of items and prices
to ensure transparency as well as
another copy of Islamic relief for
follow-up later (if requested by
TOR)
• Prices declared: Prices of all items
as well as discounts announced and
visible on all items to ensure the
control of the price compliance
when comparing the receipt with
the prices announced by the
delegate to each supplier, and in
order to guarantee the right of the
beneficiaries of having fair price.
• There are sufficient number of
cashiers
Visibility: Project • Project banner is visible inside the
Banner, Logo inside the shopping place and
prominent in a place that everyone
sees
• The commitment of all staff/
volunteers participating in the
activity wearing the vest/ employee
ID card with the logo to distinguish
by others
Complaint and • The complaint box is inside the
feedback mechanism shopping place and put in an
accessible place to BNFs

Page 7 of 9
 Item Sub-Item Remarks Lessons Learned Recommendations
• The complaints form is available
next to the Complaint Box and
there are alternative methods to
ensure access for all specifically
persons with disabilities
• The complaints mechanism is
declared as part of tender/Bid
• Have complaints been recorded
about the activity and shared with
Complaint Focal Point
Evaluation of • Existence of the supplier evaluation
Suppliers: form and taking into account the
evaluation results in awarding in
subsequent times
Feedback from • The level of satisfaction of
Beneficiaries: beneficiaries about the
implementation mechanism
through vouchers, the value of the
voucher, the distribution place of
and the way they are treated
• The adequacy and clarity of
information on the activity shared
with beneficiaries
Feedback from • Level of satisfaction of suppliers
suppliers
Feedback from • Level of satisfaction of
staff/volunteers who staff/volunteers who participated
participated in the in the activity
activity • There is a clear role for the Islamic
Relief project team to follow
up/monitor distribution in the field
on a daily basis
• Taking into consideration the
recommendations and lessons

Page 8 of 9
Item Sub-Item Remarks Lessons Learned Recommendations
learned documented and shared
from the implementation of the
project last year
• Using the distribution guide
(developed at the end of 2019 by
the Humanitarian Programme and
IRW guide) as a reference when
implementing this activity

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