NGO Evaluation of WFP

SO: YFO
NGO: ACEM
District(s): Juba County
Activity: GFD
INDICATOR
A. PROGRAMME
1. WFP signed the FLA in timely manner (ie one week before the planned start of
operations) to enable quick roll out of the operation

2. WFP liaised with local authorities on behalf of and alongside the cooperating partners to
ensure smooth roll out and implementation of the operation
3.WFP provided timely and clear communication on all expected deliverables

4. WFP provided basic training and capacity building support to its partners at both
management and field staff level
5. WFP provided distribution, monitoring and reporting tools (including registers, ration
cards and templates) prior to food distributions

6. WFP shares field vists findings and recommendations to the CP

7. WFP has done active monitoring of sites
B. COMMUNICATION AND COORDINATION
8. WFP provided timely responses to queries and/or concerns (i.e. within 48 hours of initial
query)
9. WFP informed partners on anticipated breaks in the pipeline supply chain in a timely
manner.
10. WFP shared best practices through training or mentoring

11. WFP provided documentation stating the value of all commodities dispatched and
handed over to the partners.
12. WFP nurtured a sense of teamwork with partner to meet objectives through effective
coordination arrangements when possible.
13. WFP organizes planned stakeholders meetings at Sub Office level.
C. FINANCE (PROGRAMME)

14. WFP effected payment to all partner invoice claims within 30 calendar days (for
advance payments) and 45 calendar days (for arrears or reimbursements) upon receipt of
the invoice with agreed formats and attached documents

15. WFP shares payment advice note with partner in a timely manner
16. WFP conducts risk management /compliance check exercises at least once during the
operation (spot checks).
D. LOGISTICS

17. WFP warehouse staff provided timely and consistent communication on dispatch of
cargo, including late deliveries.

18. WFP executed the monthly distribution plans in a timely manner (based on availablity
of resources, governement clearance and logistics .)
19. WFP conducted an assessment of the warehouse, and agreed with CP on the provision
of needed supplies for mantainance of the same.
NGO Evaluation of WFP Performance:

SOURCE OF DATA/MEANS OF
VERIFICATION SCORE Frequency
0 1 2

Signed FLA document 2 Annually

minutes of the meeting(s), letter(s) of

corresponse, emails 1 Monthly
emails, letters, minutes of the meetings 2 Monthly

Training report, attendance list 2 Bi-Annually

emails, delivery notes 2 Monthly

emails, NFRs 2 Annually

Reports 2 Monthly
0 1 2

emails, letters 2 Monthly

emails, letters, minutes of the meetings 1 Monthly

email, minutes of the meetings 2 Monthly

commodity statements, SOPs 2 Annually

emails, minutes of the meetings, letters 2 Monthly

Emails, Invitations, NFRs 1 Monthly
0 1 2

Payment advice, email 2 Monthly

Payment advice, email 1 Monthly

risk management/compliance check report,
minutes of meetings 1 Bi-annually
0 1 2

Emails 2 Monthly

Emails 2 Monthly
Emails
2 Annually

Total final score 33

Max score: 38
Final percentage 87%
REMARKS
FLA signed in time

At times WFP goes directly to the community without

sharing with the CP concerned information to be
discussed with the community.
timely communication done by WFP.
WFP conducted 2 training sessions on warehousing and
partnership . However there is need to also conduct
operations training.
The reporting tools are available. However WFP needs
conduct joint monitoring with the partners.
WFP shares the findings with the partner at all times.

Remarks
at times WFP is not always avilable to give guidance over
the phone especially for food deliveries which take place
at times over weekends
WFP always inform partner when there are pipeline
challenges.
On job mentoring done by WFP monitors . However
deliberate training can also be arranging
commodity values always shared.

WFP treats CP as equal partner in all its engagements.

Meetings always held monthly

REMARKS
There is a lot of improvement in the payments. However
WFP should avoid bringing in changes in retrospect where
invoices submitted a while back are sent back to CP due to
new requirements

CP recives notification immediately the payment is done.

spot checks regualrly done.

REMARKS
No notification given most times for deliveries . As well
deliveries are not always on time leading to
postponement of distributions. At times trucks sent very
late at the end of the day without prior notification. There
is also challenges of short deliveries.

FRN not shared.WFP requested to share.

SCORE DESCRIPTION

Sector Indicator No

1. WFP signed the FLA in timely manner to enable quick roll

out of the operation

2. WFP liaised with local authorities on behalf of and

alongside the cooperating partners to ensure smooth roll out
and implementation of the operation

3.WFP provided timely and clear communication on all

expected deliverables
Programme
4. WFP provided basic training and capacity building support
to its partners at both management and field staff level
5. WFP provided distribution, monitoring and reporting tools
(including registers, ration cards and templates) prior to food
distributions
6. WFP provided feedback (on its operation and
implementation) following M&E reports submitted by
partners
7. WFP provided monitoring feedback (on its operation and
implementation) following field trips
8. WFP provided timely responses to queries and/or
concerns (i.e. within 48 hours of initial query)

9. WFP informed partners on anticipated breaks in the

pipeline supply chain in a timely manner
10. WFP shared best practices
Communication and
Coordination
11. WFP provided documentation stating the value of all
commodities dispatched and handed over to the partners on
a monthly basis

12. WFP nurtured a sense of teamwork with partner to meet

objectives through effective coordination arrangements
13. WFP Organized stakeholders meetings at FO level

14. WFP effected payment to all partner invoice claims within

30 calendar days (for advance payments) and 45 calendar
days (for arrears or reimbursements) upon receipt of the
request
FINANCE
15. WFP shares payment advice note with partner in a timely
manner
16. WFP conducts risk management /compliance check
exercises at least once during the operation
17. WFP warehouse staff provided timely and consistent
communication on dispatch of cargo, including late
deliveries.
18. WFP executed the monthly distribution plans in a timely
LOGISTICS manner
 LOGISTICS

19. WFP conducted an assessment of the warehouse, and

agreed with CP on the provision of needed supplies for
mantainance of the same.

Frequency of
evaluation period Description
The indicator is evaluated once a year (a one off score is
Annually issued to the indicator)
The indicator is evaluated twice a year ( the average of the
two scores is then spread evenly across all other months of
Bi-Annually the response months)

The indicator is evaluated at the end of every month-

meaning the indicator should be evaluated as many times as
the CPs roll out period for their respective district(s)i.e 8
months roll out period= 8 separate evaluations for the given
Monthly indicator
Quarterly The indicator is to be evaluated once every 2 or 3 months
 Score Description
0 1
WFP did not sign the FLA in timely manner to enable quick
roll out of the operation (note:check date FLA was signed
n/a against the start date of the impementation period )

WFP did not liaise with local authorities on behalf of nor

alongside the cooperating partners to ensure smooth roll
out and implementation of the operation n/a

Yes, Communication was provided but not always clear or

No information was provided timely

Neither training nor capacity building support was
provided
WFP provided neither distribution, monitoring nor
reporting tools prior to food distributions
WFP provided either training or capacity building support
(1 out of 2)
WFP provided some of the required distribution,
monitoring or reporting tools prior to food distributions
(partial provision of tools=1 out 2)

WFP provided M&E feedback on either its operation or

No M&E feedback was provided implementation but not consistently (1 out of 2)
WFP provided monitoring feedback on either its operation
No monitoring feedback was provided or implementation (1 out of 2)

WFP provided responses to queries/concerns but not in a

WFP did not provide responses to queries/concerns timely manner

WFP did not inform partners on anticipated breaks in the WFP informed partners on anticipated breaks in the
pipeline supply chain pipeline supply chain but not in a timely manner
No practices were shared by WFP
n/a
WFP did not provide documentation on commodity value WFP provided documentation on commodity value for all
for all commodities dispatched and handed over to the commodities dispatched and handed over to the partners,
partners but not in a timely manner

WFP did not facilitate any coordination arrangements WFP partially facilitated coordination arrangements
No CPs meeting/stakeholders meetings Some meetings with stakeholders

WFP did not effect payment to all partner's invoice claims
within 30 calendar days (for advance payments) and 45
calendar days (for arrears or reimbursements) upon
receipt of the request
WFP did not shares payment advice note with partner
WFP did not conduct risk management /compliance check
exercises at least once during the operations n/a
WFP partially effected payment to all partner's invoice
claims within 30 calendar days (for advance payments)
and 45 calendar days (for arrears or reimbursements)
upon receipt of the request
WFP shared payment advice note with partner but not in a
timely manner

Communication on cargo dispatches was provided but in

WFP did not provide communication on cargo dispatches an untimely and inconsistent manner
WFP executed the monthly distribution plans but in an
WFP did not execute the monthly distribution plans untimely and inconsistent manner
WFP did not conducted any visit/assessment of the WFP conducted assesment of the warheouse, but no
warehouse supplied were proivded
 2
WFP signed the FLA in timely manner to enable quick roll out
of the operation (note:check date FLA was signed against the
start date of the impementation period )

WFP liaised with local authorities on behalf and alongside the

cooperating partners to ensure smooth roll out and
implementation of the operation

Yes, WFP consistently provided timely and clear

communication on its expected deliverables

WFP provided both training and capacity building support to

its partners (2 out of 2)
WFP provided all distribution, monitoring and reporting tools
prior to food distributions (complete provision of tools=2 out
of 2)

WFP consistently provided M&E feedback on both its

operation and implementation (2 out of 2)

WFP provided monitoring feedback on both its operation and

implementation (2 out of 2)

WFP provided responses to queries/concerns in a timely

manner (i.e within 48 hours of initial query)

WFP informed partners on anticipated breaks in the pipeline

supply chain in a timely manner

Yes, WFP shared its best practices

WFP provided documentation on commodity value for all
commodities dispatched and handed over to the partners on a
monthly basis

WFP consistently facilitated effective coordination

arrangements
Regularly monthly stakeholders meetings at FO level

WFP effected payment to all partner's invoice claims within

30 calendar days (for advance payments) and 45 calendar
days (for arrears or reimbursements) upon receipt of the
request
WFP shares payment advice note with partner in a timely
manner
WFP conducted risk management /compliance check
exercises at least once during the operation

Communication on cargo dispatches was provided in a

consistent and timely manner, including that of late deliveries.
WFP executed the monthly distribution plans in a timely
manner
Assessments conducted and requried warehouse supplies
were provided