Islamic Republic of Afghanistan Ministry of Labour, Social Affairs, Martyrs and Disabled AFGHANISTAN SOCIAL PROTECTION PROGRAM (ASPP) OPERATION MANUAL September, 2012 (v. 2.0) TABLE OF CONTENTS 1. INTRODUCTION............................................................................................. 7 1.1 PURPOSE AND SCOPE OF OPERATION MANUAL ............................................ 7 1.3 SELECTION OF PROVINCE AND DISTRICTS ...................................................... 8 2. INSTITUTIONAL ARRANGEMENTS .................................................................. 8 3. PROGRAM IMPLEMENTATION ..................................................................... 13 3.1 OUTLINE OF THE OVERALL SAFETY NET PROGRAM CYCLE ............................ 13 3.2 DETAILS ON THE PHASES OF IMPLEMENTATION .......................................... 17 PHASE 1- SAFETY NET PROGRAM INTRODUCTION AND TRAINING TO CDCS BY THE FP ..... 17 PHASE 2 - INTRODUCTION OF THE PROGRAM TO THE COMMUNITY AND FORMATION OF VSCS AND VVCS .............................................................................................................. 18 PHASE 3 – PRELIMINARY SELECTION AND VERIFICATION OF BENEFICIARY FAMILIES ........ 19 PHASE 4 – VERIFICATION OF BENEFICIARY FAMILIES BY THE VVC ..................................... 19 PHASE 5- GATHERING INFORMATION ON BENEFICIARY FAMILIES AND COMPLETING SNF-01 FORMS 19 PHASE 6- DATA ENTRY AND PROCESSING ........................................................................ 20 PHASE 7- FUND TRANSFER TO CDCS ............................................................................... 21 PHASE 8 - FUND DISTRIBUTION TO BENEFICIARIES .......................................................... 21 PHASE 9– AUDITS ........................................................................................................... 22 4.0 GRIEVANCE HANDLING ............................................................................... 22 5.0 DATABASE MANAGEMENT, MONITORING .................................................. 23 7.0 CAPACITY BUILDING AND TRAINING TO DSP/DOLSAMD, MOLSAMD........... 25 ANNEXES ANNEX 1: CDC TALKING POINTS FOR THE COMMUNITY MEETING.................................... 26 ANNEX 2: VILLAGE SELECTION COMMITTEE (VSC) TERMS OF REFERENCE ......................... 29 ANNEX 3: VILLAGE VERIFICATION COMMITTEE (VVC) TERMS OF REFERENCE .................. 30 ANNEX 4: STAKEHOLDER AGREEMENT BETWEEN MOLSAMD, CDC & FP........................... 31 ANNEX 5: TOR OF THE FACILITATING PARTNERS .............................................................. 33 ANNEX 6: BENEFICIARY APPLICATION FORM (SNF-01) ..................................................... 34 ANNEX 7: PAYMENT APPROVAL FORM (SNF -02) ............................................................. 36 ANNEX 8: PAYMENT WITHDRAWAL FORM (SNF-03) ........................................................ 37 ANNEX 9: BENEFIT RECEIPT FORM (SNF-04) ..................................................................... 38 ANNEX 10: M16 FORM .................................................................................................... 40 ANNEX 11 : POST BENEFIT DISTRIBUTION APPEAL FORM (SNF-06) .................................. 41 ANNEX 12 :MOU BETWEEN MOLSAMD AND MRRD ......................................................... 42 ANNEX 13: FINANCIAL MANAGEMENT RULES AND PROCEDURES .................................... 44 ANNEX 14: NUTRITION & HYGIENE AWARENESS PROGRAM ............................................ 47 Abbreviations Abbreviation Full Name ANDS Afghanistan National Development strategy CDC Community Development Council CSO Central Statistics Organization DAB Da Afghanistan Bank DoLSAMD Directorate of Labour, Social Affairs, Martyrs and Disabled DSP Directorate of Social Protection FPs Facilitating Partners IDA International Development Association IDPs Internally Displaced Persons IMC Inter- ministerial Committee MoEc Ministry of Economy MoF Ministry of Finance MoLSAMD Ministry of Labour, Social Affairs, Martyrs and Disabled MRRD Ministry of Rural Rehabilitation and Development MoWA Ministry of Women Affairs NGOs Non- Governmental Organizations NRVA National Risk and Vulnerability Assessment NSP National Solidarity Program OM Operation Manual PM Provincial Manager SDU Special Disbursement Unit VSC Village Selection Committee VVC Village Verification Committee SO Social Organiser SNF Safety Net Form TWG Technical Working Group WB World Bank DEFINITIONS Term Meaning Afghanistan A government program implemented by the Ministry of Labour, Social Affairs, Martyrs Social and Disabled that aims to support poor families with small children that are prone to Protection hunger and raise community awareness on nutrition and hygiene. Program (ASPP) Beneficiary A vulnerable poor mother and her children who qualify to receive the payment under the ASPP. Child Someone in the between the ages of 0-5 years. Community The CDC is the social and development organisation at the community level constituted Development under the NSP program of MRRD. The CDC is responsible for implementation and Council (CDC) supervision of development projects and liaison between the communities and government/non-government organizations. The CDC is governed by the CDC by-laws and has office bearers comprised of a CDC chairperson, vice chair, treasurer & secretary. Database The consolidation of Forms and other data being collected for ASPP through VSCs, FPs, CSO and NSP/MRRD. Eligibility The criteria or characteristics used for selecting beneficiaries in ASPP, mainly poor Criteria families that are experiencing hunger with children under 5 years. Facilitating The NGOs who will facilitate the implementation of the ASPP. Partner (FP) Family Family means of a husband, wife, and unmarried children. Female headed A family where a female is in charge and responsible for providing for other family family members. Hunger Poor families with children who cannot afford enough food to feed themselves, or often skip meals, or will go starving if this assistance is not provided. A village headman. Malik/Arbab serves as de facto arbiters in local conflicts, Malik/Arbab interlocutors in state policy-making, tax-collectors and governance issues. Mullah/Imam A religious cleric/head/ priest of the mosque in the village. Mustofiat MoF treasury department that maintains funding authority at the provincial level. National National Solidarity Program of MRRD is a program of the Government of Afghanistan Solidarity that establishes Community Development Councils (CDCs) and allows communities to Program (NSP) identify, plan, manage and monitor their own development projects. Training of A method of training whereby information is passed on using a cascade approach from Trainers (ToT) Master trainers to Social Mobilizers and other field staff. Village Selection A group of representative community members including CDC members and Committee community elders, leaders (Malik/Arbab, Mullah/Imam etc.) including female (VSC) representatives who will be responsible for the selection of the vulnerable poor families living within the geographical coverage of CDC for the benefit under the ASPP. Village Village Verification Committee is a group of representative community members Verification constituted in the village which includes the CDC members, respected village elders, Committee including female representatives who will be responsible for checking and verifying the selected families list, families’ data and to resolve any dispute which may arise in the Afghanistan Social Protection Program, Operations Manual- 2012 5 Term Meaning (VVC) implementation of the ASPP. Afghanistan Social Protection Program, Operations Manual- 2012 6 1. INTRODUCTION National Risk and Vulnerability Assessment (NRVA) survey 2007/08 estimated that the overall poverty headcount rate for Afghanistan was at 36 percent of the total population suggesting that around 9 million Afghans were not able to meet their basic needs. The data shows that poverty is unevenly distributed within the Afghan society and regions. The highest poverty is recorded with the Kuchi population (54 percent). Poverty in the rural population appears to be close to the national average of 36 percent, while it is lower among urban population with 29 percent. Furthermore, the data also shows that the vulnerability and poverty in winter is higher than in summer and food insecurity is highest in spring, just after the winter. In response to the high rates of poverty and the seasonal food insecurity, the Ministry of Labor, Social Affairs, Martyrs and Disabled (MoLSAMD) has developed the Afghanistan Social Protection Program (ASPP) in line with the Afghanistan National Development Strategy (ANDS) and the Social Protection Strategy of Afghanistan. This program aims to support poor families with small children that are prone to hunger and raise their awareness on nutrition and hygiene, specifically the nutritional needs of women at child bearing/rearing age and their children. 1.1 PURPOSE AND SCOPE OF OPERATION MANUAL The Operation Manual (OM) has been developed as a tool to be used in the implementation of the ASPP, mainly for the training of CDCs, FPs, DoLSAMD staff and other stakeholders. This OM has been developed in consultation with all relevant stakeholders and incorporates the experiences and lessons learnt from the Safety Net Pilot Program Phase- I, Phase-II and Phase-III as well as the target/operational evaluation results. The OM provides detailed information about the mechanism, procedures through which communities are introduced to the ASPP, the process of selection and constitution of the Village Selection Committee/Village Verification Committee, the process for selecting beneficiary families, the mechanism for distributing cash benefits to the beneficiaries and the delivery of nutrition & hygiene awareness to communities. The OM also provides guidance on the audit and grievance redressal processes. Finally, the OM describes the various roles and responsibilities of all ASPP stakeholders. The following stakeholders will be the direct users of this Manual: ➢ MoLSAMD - Ministry of Labor, Social Affairs, Martyrs and Disabled in Kabul which is responsible for the overall implementation of the project, supervision, monitoring and evaluation; ➢ DSP – Directorate of Social Protection at the central ministry are involved in the review and approval of forms and monitoring. In the provinces where there is no DoLSAMD, the DSP in addition to its own functions described in this manual will perform the functions defined for DoLSAMD. (this particularly applies to Kabul province where there is no DoLSAMD); ➢ DoLSAMD - Directorate of Labor, Social Affairs, Martyrs and Disabled in provinces who are involved in the supervision and monitoring of the program; ➢ District and Provincial Governor Office: District and Provincial Governors office are involved in the selection of districts and supervision of the implementation mechanism of the ASPP. ➢ FPs - Facilitating Partners, the NGOs who facilitate the implementation of the program; Afghanistan Social Protection Program, Operations Manual- 2012 7 ➢ CDCs- Community Development Councils who are responsible for implementing the program in their village. ➢ MRRD/NSP - Ministry of Rural Rehabilitation and Development and its provincial offices in Kabul and provinces advise on implementation of the ASPP and will share information on families, CDCs and FPs from the National Solidarity Program. 1.2 Objectives and Design of the Afghanistan Social Protection Program The ASPP objectives are to (i) support very poor families with small children prone to hunger ensuring sustained levels of consumption of basic food throughout winter/after winter and (ii) raise awareness on nutrition and hygiene among beneficiary families during program implementation. The ASPP is implemented by MoLSAMD at the national level and by DoLSAMD at the provincial level, through the village community development councils (CDCs). The MoLSAMD/DoLSAMD are responsible for overall supervision, management and monitoring of the program. ASPP contracts Non-Governmental Organisations (NGOs) as Facilitating Partners (FPs) to oversee the program at the community level. FPs (i) train CDCs to provide coordinate the program at the community level; (ii) provide nutrition and hygiene awareness training to beneficiaries; and (iii) ensure the program is facilitated in a fair and transparent manner. The ASPP provides cash transfer benefits to the disadvantaged rural families with children under the age of 5. Each such family will be entitled to an annual cash payment calculated based on the number of eligible children in the family and subject to annual re- certification of family eligibility. A Village Selection Committee and a Village Verification Committee are formed at the community level to carry out the beneficiary selection and verification and handle any grievances that arise throughout the selection process. 1.3 SELECTION OF PROVINCE AND DISTRICTS The national ASPP is being developed and implemented in phases over a period of three to five years (2012-2017) in different provinces and districts. The provinces are selected on the basis of poverty (where poverty rates are 50% or higher), accessibility and security considerations. Districts are selected based on the availability of Facilitating Partners, administrative capacity, and recommendations from Provincial and District Governors, MoLSAMD and the Technical Working Group (TWG). 2. INSTITUTIONAL ARRANGEMENTS There are a number of stakeholders involved in the implementation and oversight of the ASPP. The communication lines of the different institutions/stakeholders are described in Diagram 1 below. Afghanistan Social Protection Program, Operations Manual- 2012 8 Diagram: 1. Institutional Arrangement MoLSAMD MRRD/NSP MoF DSP/DoLSAMD Provincial/Di Central DAB strict Governors FP Provincial DAB/Mustofiat CDC- VSC & VVC 2.1 ROLES AND RESPONSIBILITIES OF AGENCIES The various roles and responsibilities of the stakeholders are elaborated in this section. 2.1.1 MINISTRY OF LABOR, SOCIAL AFFAIRS, MARTYRS & DISABLED/ DIRECTORATE OF SOCIAL PROTECTION (KABUL) MoLSAMD is the implementing ministry providing general oversight to the program at all levels. Key responsibilities are listed below: (i) Prepare operating procedures, training material and manuals for implementation of the ASPP (ii) Implement the training program for the MoLSAMD key departments, DoLSAMDs, and FPs. (iii) Select and contract facilitation partners (FPs) to facilitate and oversee the implementation of the ASPP at the community level through CDCs - VSCs and VVCs. (iv) Oversee and monitor the implementation of the program through FPs and DoLSAMDs. (v) Develop and operate the Management Information System (MIS) and database; to collect and consolidate all records of the programs at the center. (vi) Establish ASPP database and an effective monitoring system at the center. (vii) Implement all necessary Financial Management provisions of the program (including approval of provincial/district allocations, liaise with the MOF, and reconciliation of payments). (viii) Hire NGOs/specialized institutions to perform an evaluation of the ASPP implementation. 2.1.2 DIRECTORATES OF LABOR, SOCIAL AFFAIRS, MARTYRS & DISABLED DoLSAMD is the provincial branch of MoLSAMD providing oversight to the program at the provincial level. Key responsibilities are listed below: (i) Introduce the program to the district/provincial governors. Get their guidance on district selection and help in the implementation of the program. Afghanistan Social Protection Program, Operations Manual- 2012 9 (ii) With the help from Facilitating Partners, oversee the work of CDCs, VSCs, VVCs in awareness generation of ASPP, selecting eligible households for benefit distribution. (iii) With support of VVC and FPs, oversee the grievance redressal mechanism. (iv) Coordinate with CDCs and the provincial cash withdrawal committee to cash beneficiary checks at DAB and ensure their proper distribution to selected beneficiaries. (v) Audit the benefit distribution with the help of FPs and NSP monitoring officers on a sample basis. (vi) Report to DSP/MoLSAMD Headquarters about the implementation of ASPP. 2.1.3 PROVINCIAL AND DISTRICT AUTHORITIES The Provincial and District Governors play a key role in the program. The Provincial Governor will recommend districts for selection in line with approved criteria of MoLSAMD related to poverty and security. The District Governor will: (i) Support the overall the implementation of the ASPP in the district. (ii) Sign SNF-03a approving the payment to CDCs in the district through Mustofiats. (iii) Provide any other support required by the ASPP in disbursing payments to the communities and overall implementation. 2.2.4 FACILITATING PARTNERS (FPS) The FPs are the NGOs contracted by the MoLSAMD for implementation of the ASPP. FP responsibilities are listed below: (i) Train CDCs in cluster meetings on the procedures outlined in this Operation Manual. FPs are to prepare CDCs who will provide this training to VSCs and VVCs. (ii) Carry out ASPP details to the CDCs and community and the implementation procedures. (iii) Carry out nutrition & hygiene awareness training to the community/beneficiaries. (iv) Assist CDCs in the formation of VSCs and VVCs in a community meeting. (v) Assist CDCs/VSC/VVC in the filling application / enrolment forms of beneficiary families (SNF-01). (vi) Register all the beneficiaries in a database provided by MoLSAMD. (vii) Join the provincial cash withdrawal committee and ensure the cash benefit is handed over to the CDCs properly by the DoLSAMD. (viii) Help VSCs, CDCs in benefit distribution. (ix) Assist VSCs, VVC and DoLSAMD/DSPs in the Grievance redressal mechanism of the project. (x) Assist DoLSAMD/MoLSAMD in carrying out an audit of benefit distribution if required. (xi) Maintain adequate records and prepare regular reports for DoLSAMD/MoLSAMD. (xii) Provide any other help necessary to the VSCs, VVCs, CDCs, MoLSAMD and DoLSAMDs to implement the ASPP and provide suggestions through a final report. Further details on FPs roles and responsibilities are available in the TOR (Annex 5). Afghanistan Social Protection Program, Operations Manual- 2012 10 FPs will be contracted directly by MoLSAMD based on qualifying criteria. FPs will review and take the stakeholder agreement involving DoLSAMD, FP, CDC and Provincial Governor to the concerned CDCs for signature. Once the stakeholder agreement is signed between CDC, FP, DoLSAMD and Provincial Governor, then contractually all the parties will be responsible for the implementation of the ASPP with clear lines of responsibilities. Further details of responsibilities of each partner are provided in the stakeholder agreement (Annex 4). 2.1.5 COMMUNITY DEVELOPMENT COUNCILS (CDCS) CDCs play an important role in the implementation of the ASPP as they are the entry point for development activities the village level. CDCs are the elected representatives of the community. With support from the FPs, CDCs are to carry out the following responsibilities: (i) Introduce the ASPP to the community through a community meeting. (ii) Establish the Village Selection Committee (VSC) including female members, and establish Village Verification Committee (VVC) of highly respected village members as per the ToR prescribed for these two committees. (iii) Provide any necessary assistance to the FP in coordinating the nutrition and hygiene awareness training to the community. (iv) With the FP, VSC, and VVC, coordinate the data collection on eligible families. (v) Coordinate in the distribution of benefit amount to the selected families through VSC at a public place with the help of FPs. (vi) Provide reports about benefit distribution. 2.1.6 VILLAGE SELECTION COMMITTEES (VSCS) With support from the CDCs and FPs, VSCs are to be constituted in a community meeting. The VSC will consist of highly respected village members of 8 - 10 persons of CDC, Malik/Arbab, Mullah/Cleric/Imam, respectable elderly persons, female CDC members, female representatives etc. At least one member of the VSC should be literate. The VSC has the following responsibilities: (i) Undergo the training provided by the CDC on the implementation procedures of the ASPP. (ii) Inform the community about the implementation of the ASPP its objectives, criteria for selection of beneficiaries, amount and calculation of benefit, appeal and grievance redressal mechanism and the nutrition and hygiene component as per the details in Annex 14. (iii) In line with ASPP criteria, prepare the initial list of eligible very poor families within the community. (iv) Provide any necessary assistance to the VVC in finalizing the list of beneficiaries and announcing/displaying the list in a public place/gathering. (v) Provide one member to help in the collection of data from beneficiaries and completion of the Beneficiary Application form (SNF-01) of the beneficiary families through FP and VVC. (vi) Provide any necessary assistance to VVCs in addressing appeals and grievances. Afghanistan Social Protection Program, Operations Manual- 2012 11 Further Details on VSC responsibilities can be found in the VSC TOR (Annex 2) 2.1.7 VILLAGE VERIFICATION COMMITTEES (VVCS) With support from the CDCs and FPs, VVCs are to be constituted. VVCs consist of village representatives of highly respected members of 8-10 members who are supportive to the very poor families, well known for their fairness, honesty and betterment/ development of village and residents of the village. At least two members should be female members of the village. The members of the VSC cannot be the members of VVC. At least one member of VVC should be literate. In cases where there is only one literate person in the village available for the program implementation, then such person may be a member of both the VSC and VVC on an exceptional basis. The VVC has the following responsibilities: (i) Undergo training by the CDC on the implementation procedures of ASPP. (ii) Assist in the checking and verification of the list of eligible poor families prepared by the VSC. (iii) Review formal or informal selection appeals of eligible families for the inclusion on the list. Resolve the difference between the VSC and the applicant beneficiaries and make the final decision on the eligibility list. (iv) Provide one member to the FP in the filling of Beneficiary Application form (SNF- 01) along with VSC member. (v) Address grievances of the beneficiaries and community members post-beneficiary payment. (vii) Play an oversight/advisory role in the implementation of the ASPP. Further details on the roles and responsibilities of the VVC can be found in the ToR (Annex 3). 2.1.8 MRRD - NATIONAL SOLIDARITY PROGRAM The MRRD and its National Solidarity Program in Kabul and in its provincial offices provide the ASPP any necessary support throughout implementation as agreed in the MoU between the two ministries (Annex 12). MRRD responsibilities are listed below: (i) Provide CDCs, FPs, NSP data and program details including security, accessibility and weather conditions in the provinces and districts. (ii) Provide recommendations to the MoLSAMD for the selection of FPs based on their performance in NSP. (iii) Provide any necessary support to MoLSAMD in their consultation process with CDCs and FPs. (iv) Advise MoLSAMD on various aspects of project design such as benefit distribution, reporting and community bank accounts. (v) When necessary, assist in the implementation of the ASPP through their provincial officers. (vi) Assist in auditing and monitoring the benefit distribution if required. 2.1.9 MINISTRY OF FINANCE The Ministry of Finance is the key interlocutor of the World Bank and is responsible for financing all development projects, including the ASPP. Key responsibilities are listed below: Afghanistan Social Protection Program, Operations Manual- 2012 12 (i) Coordinate funding of the ASPP with the WB and MoLSAMD. (ii) Process M-16 forms and issues cheques to Mustofiat /Da Afghanistan Bank for distribution to selected beneficiaries (Details in Annex 13) 2.1.10 MUSTOFIAT/MOF The Mustofiat is the MoF’s provincial treasury authority and the mechanism through which the government transfers funds to the provincial level. Mustofiats have the following responsibilities: (i) Issues the cheque to the DoLSAMD cashier. (ii) Join the provincial cash withdrawal committee along with FP, CDC, and DoLSAMD staff to oversee the process of handing over the cash benefit to the CDCs. 2.1.11 DA AFGHANISTAN BANK Da Afghanistan Bank (DAB) is the central bank of Afghanistan and has branches in all 34 provinces in the country. The DAB has the following responsibilities: (i) Ensure adequate funding is available in the provincial branches for cashing of benefit checks. (ii) The Provincial DAB cashes checks brought by the DoLSAMD cashier and provides a receipt. 3. PROGRAM IMPLEMENTATION 3.1 OUTLINE OF THE OVERALL SAFETY NET PROGRAM CYCLE The ASPP starts with the selection of the project provinces by MoLSAMD and the process of selecting districts in close consultation with Provincial Governors. The district selection is carried out based on criteria related to poverty levels and security conditions. Once districts are selected, DoLSAMD officials must also meet with the respective District Governors to ensure they clearly understand their role in the program. MoLSAMD then retrieves the list of communities for the respective district from NSP/MRRD. All of the communities covered by the NSP are also covered by the ASPP.1 Simultaneously, MoLSAMD commences a procurement process for FPs to carry out community facilitation. Once contracted, FP Managers/Coordinators, Provincial and District Managers provided a 2 day training on the ASPP Operational Manual by MoLSAMD staff at the provincial level. The FP managers are then responsible for providing the OM training to their social mobilizers and other field staff using a Training of Trainer (ToT) approach. The FP Social Mobilizer are responsible for introducing the program to clustered CDCs through a one-day training. Each CDC then organizes a large2 community meeting and introduces the program and its objectives to their own community. The CDC also explains the criteria for selection of a VSC and VVC and facilitates the formation of these committees at the same community meeting. Once formed, the VSC prepares the preliminary list of beneficiary families in the community based on strict eligibility criteria. Beneficiaries of the program should primarily be very poor families with large numbers of children under five who suffer from hunger. The VVC organizes a community meeting to announce the preliminary list and explain to 1In cases where NSP has not covered the entire district or a CDC has not yet been elected, ASPP will defer covering that community under the program. 2 Ideally a minimum of 65% participation of the community Afghanistan Social Protection Program, Operations Manual- 2012 13 community members the appeal process. Over the next five days, the VVC reviews and finalizes the beneficiary list, addressing any appeals from community members who would like to be added to the list. The final list is then posted in a public place by the VVC and the CDC notifies the FP that the beneficiary list verification process has been completed. The FP is expected to visit the community within a week of being notified of the final beneficiary list. The FP and CDC then call a third community meeting during which the final beneficiary list is read aloud and nutrition and awareness training is provided. That same day, FPs, VSC and VVC representatives collect information on the selected beneficiary families through a beneficiary application form (SNF-01) through door to door interviews. The main responsibility for filling out the forms accurately lies with the FP. Once the data collection using SNF-01 is complete, FPs enter the data into the software developed by MoLSAMD and forward the SNF-01 forms to DoLSAMDs along with the soft data. The subsequent approval and payment process involves generation of forms SNF-02 (payment approval to CDCs) and SNF-03a and b (payment withdrawal for each CDC) through the database being managed by DSP, MoLSAMD. Based on the SNF-02, the SNF- 03a is also approved for individual CDC payment withdrawal by DSP, MoLSAMD. SNF-03b is sent to DoLSAMD to obtain the signature of the District Governor. MoLSAMD generates the M16 form for each CDC payment and sends it to MoF along with the required supporting documents for approval. The fund transfer begins upon the approval of each M16 form for all CDCs by MoF. MoF transfers funds to the Mustofiat who in turn issue a check to the DoLSAMD cashier. The DoLSAMD cashier is responsible for cashing the check at the provincial DAB and handing the cash over to the CDC members. This process of transferring the cash from the DoLSAMD to the CDC members is overseen by a provincial cash withdrawal committee composed of representatives of DoLSAMD, Mustofiat, and FP. After receiving the cash, CDC members are responsible for physically transferring the cash back to the community. After returning to the community, CDCs distribute the benefits to beneficiaries and obtain their signatures using form SNF-04. The distribution of benefit amount to beneficiaries takes place with the help of FP at the community gathering at a public place in the village to ensure a transparent and fair process. If any grievances are raised after the benefit is distributed, the grievance handling mechanism for the ASPP is used. The Benefit approval and the processing of the various forms are described in Diagram 1 below. Refer to Annex 13 for detailed review of the Financial Management Rules and Procedures for the ASPP. Afghanistan Social Protection Program, Operations Manual- 2012 14 Diagram 2: Benefit Approval Process DoLSAMD through FP obtains approval and Verification of SNF-01 signature on SNF-03 b by SNF -01 filled by FP, FP enters SNF-01 from District DoLSAMD/MoLSAMD VSC, and VVC data into MIS (up Governor and generation of SNF- representatives (2-3 to 7 days) 02 and SNF-03a and b days) (4-5 days) DSP obtains approval and signature on SNF- 02 and SNF-03a from DM Social Affairs and Admin& Fin (3-5 days) DSP, MoLSAMD SDU of MoF processes obtains approval on DoLSAMD cashier M16 and transfers M16 from DM Admin retrieves cash from the & Fin and sends to DSP, MoLSAMD money to the provincial Mustofiat (1-2 days) MoF (5 days). database processes and DAB and issues a check generates M16, SNF-03 to the Mustofiat (1-2 and SNF-04 (3-5 days) weeks DoLSAMD cashier distributes cash to CDCs in the presence of CDC obtains SNF-04 CDC sends filled SNF-04 to representatives of the FP, through FP and distributes FP who sends it to Mustofiatcashier retrieves funds with the help of FP to DoLSAMD who sends it to cash from the Mustofiat (1- beneficiaries and fills SNF- MoLSAMD (7 days) 2 days) 04 (2 days) The table below provides a summary of the nine phases of implementation of the ASPP starting from the initial community engagement at the field level: Afghanistan Social Protection Program, Operations Manual- 2012 15 Duration Forms Stake holders Phases Main Activities Used involved 1 Training of CDC • Gathering of clustered CDC members at a 1 day - • CDC members by FPs convenient place for the training. training members • Explaining the objectives and phases of the • FPs program cycle. • Preparing the CDCs to introduce the program at the community level and facilitate the formation of VSC/VVCs. • Signing of the Stakeholder Agreement with CDCs. 2 Introduction of the • Convening of large community meeting. 1 day - • Community program to the • Introducing the objectives and phases of members community and formation the program cycle to the community. • Eligible poor of VSC and VVC • Formation of the Village Selection applicants Committee (VSC). • VSCs • Formation of Village Verification • VVCs Committee (VVC). 3 Selection eligible • Preparation of preliminary eligible families 3-5 days - • VSCs beneficiaries list by VSC. • CDCs 4 Verification of • Convening of large community meeting to 5 days - • VVC beneficiaries and present the preliminary list. • CDCs finalizing list • Addressing any appeals regarding the preliminary list of beneficiaries. • Displaying of the final list of beneficiaries in a public place. 5 Gathering information on • Making door to door visits to beneficiary 7-15 SNF-01 • DoLSAMD, beneficiary families and families and carrying out interviews. days MIS data DSP completing SNF-01 forms • Filling out beneficiary form SNF-01 forms. • FP • Awareness generation of nutrition & • VSCs hygiene to community/beneficiary families • VVCs by the FP. • Eligible • MIS data entry by FPs. families 6 Data Entry and • FPs sends the stakeholders agreement, 10 days SNF-01 • FPs Processing3 VSC, VVC lists, SNF-01 forms, MIS data SNF-02, • DoLSAMD and the list of registered eligible families to SNF-03, • DSP/MoLSA DoLSAMD/ DSP/MoLSAMD. SNF-04 MD • Approval by MoLSAMD/ DSP and • PCU/MoLSA generation of SNF-02 and SNF-03 MD • SNF-02 approval by Deputy Ministers, • District MoLSAMD. Governor • Signature of SNF-03b by District Governor and • Based on signatures on SNF-02, SNF-03 and SNF-04 form are generated. 6 Fund Transfer • DSP, MoLSAMD requests PCU, 15 days SNF-02 • MoLSAMD MoLSAMD to send M16 to MoF. & M16 • MoF • MoF process M16 for transfers of money or • DAB, issuance of cheques to Mustofiat/DAB in DoLSAMD the name of the DoLSAMD cashier. 7 Fund Distribution • Mustofiat issues a check to DoLSAMD 21 days SNF-03 • Mustofiat based on transferred money from MoF and & SNF- • FPs SNF-03 04 • DoLSAMD 3 Details on this process are in Diagram 2 Afghanistan Social Protection Program, Operations Manual- 2012 16 • DoLSAMD cashes the check at the DAB • CDCs and hands over the funds to CDCs in the • Approved presence of a provincial cash withdrawal eligible committee families • CDCs distribute benefit amount to beneficiaries in a general community gathering and obtain the receipt through SNF-04. • Awareness generation of nutrition & hygiene to the community and beneficiary families. • FPs reports the distribution process to District Governor and DoLSAMD/ MoLSAMD. • CDCs and FPs account the fund distribution, maintain accounts and do reconciliation 8 Audit • MoLSAMD selects a sample of 5-10% of Ongoing • DoLSAMD, communities in each district for audits & (those with large numbers of documented MoLSAMD grievances through SNF-06 and a random sample) • DoLSAMD visits these 5-10% of communities and carries out an audit. • Audit findings are submitted to DSP, MoLSAMD 3.2 DETAILS ON THE PHASES OF IMPLEMENTATION PHASE 1- SAFETY NET PROGRAM INTRODUCTION AND TRAINING TO CDCS BY THE FP FPs provide a one-day training (minimum of 4 hours) on the ASPP to clustered CDC members. Training is provided to clusters of 4-10 CDCs from neighbouring or nearby villages at one time. The FP social mobilizers discuss with the NSP provincial management units to agree on the appropriate clustering of the CDCs. If villages cannot be grouped into clusters due to distance, security or other considerations the FP may handle the villages independently. Once the clustering is agreed and finalized, the FP identifies an appropriate venue, convenient for all parties, to carry out the training of CDC members. FP informs CDC members of the time and venue of the training by phone (CDC phone numbers are available with FPs and NSP coordinators), provides transportation to CDC members if required and arranges for any necessary meals for CDC members. FPs can carry out separate trainings for male and female CDC members if required. At this initial training to CDCs, FPs undertake the following: (i) Explain the objectives of the ASPP and the criteria target beneficiaries. (ii) Describe the program cycle and outline the various phases in detail / Explain the role of the CDC members throughout the program cycle using the table above. Highlight the importance of their role in the initial community meeting introducing the program. (iii)Explain the need for the VSC and the VVC, their composition, their respective roles and responsibilities in the ToRs, and the criteria for VSC and VVC members. (iv) Review the criteria for selection of program beneficiaries, the benefit amount and calculation. Afghanistan Social Protection Program, Operations Manual- 2012 17 (v) Explain the importance of the door to door interview of beneficiary families and the details of information to be gathered through the Beneficiary Application Form (SNF- 01) (vi) Describe the grievance redressal process in the program and provide CDC the grievance redressal helpline number. (vii) Explain the nutrition and hygiene component of the program. (viii) Review the talking points for their introduction of the program to the wider community in the community-wide meeting. Provide a written copy of these talking points to all literate CDC members. (ix) Provide CDCs an opportunity to raise questions and concerns regarding the program and its processes. (x) Describe the respective roles of DoLSAMD, MoLSAMD, District and Provincial Governor’s Office, Mustofiat, DAB, MRRD, and the FP in the program. (xi) Review the Stakeholder Agreement and obtain signatures of CDC representatives at the end of the training session. PHASE 2 - INTRODUCTION OF THE PROGRAM TO THE COMMUNITY AND FORMATION OF VSCS AND VVCS After receiving the one day training, CDC members return to their respective villages and organize a community meeting in order to introduce the ASPP to the wider community. FPs Social Organizers are present to oversee this phase of the program but CDCs lead the process. This is the most important phase of the program as the community’s understanding of the program and processes is crucial to its success. This meeting should ideally be after Friday/evening prayers in order to maximize participation from community members. CDC members must try to encourage the participation of village elders, local government officials. The venue should be in a public place such as a mosque, school building, CDC office, bazaar etc. The date and time of this meeting should also be announced by loudspeaker. In this community meeting, CDCs carry out the following: (i) Explain the objectives of the ASPP and the target beneficiaries (ii) Describe the program cycle and provide a brief outline of the various phases. (iii) Explain the benefit, its calculation and the criteria for beneficiary selection, definition of hunger and the 20% quota in each community. (iv) Explain the need for the VSC and the VVC, their composition, their respective roles and responsibilities in the ToRs, and the criteria for VSC and VVC members. (v) Provide an overview of the grievance redressal mechanism of the program and provide the community the grievance redressal helpline number. (vi) Explain the nutrition and hygiene component of the program. (vii) Provide community members an opportunity to raise questions/concerns regarding the program. (viii) Facilitate the formation of the VSC and the VVC through nominations and consensus. (ix) Address any disputes arising from the VSC and VVC formation process immediately in the community meeting. (x) The final list of VSC and VVC members should be announced at the end of the meeting and posted in a public place. If required, the female CDC/women’s committee members can have a separate meeting with women in the community on the same day but their selected representatives for the VSC and VVC should be announced to the larger community. Afghanistan Social Protection Program, Operations Manual- 2012 18 Annex 1 includes the detailed talking points to be used by CDC members in facilitating this community meeting. PHASE 3 – PRELIMINARY SELECTION AND VERIFICATION OF BENEFICIARY FAMILIES In Phase 3, the newly appointed VSC is responsible for preparing the initial list of beneficiary families through public consultations using strict selection criteria. All families that believe they qualify can approach the VSC and request to be considered. Family means of a husband, wife (or wives), and unmarried children. A family can be counted as part of the community if they have been a resident in that community for a continuous period of one year or have the intention to settle in this community (unless IDPs or refugees) and if it has not been counted as part of a community elsewhere in the country. Given the 20 % quota per community and the large needs among the rural poor in Afghanistan, the VSC has a very challenging role of identifying the most needy in the community and preparing the initial list of eligible list of very poor beneficiary families with children. The VSC prioritizes beneficiaries based on the following: 1. Poor families with children under the age of 5. Poor families are defined as those experiencing the most hunger or families that cannot afford enough food to feed their children and themselves, often skip meals or will go starving if this assistance is not provided. These families typically do not have any arable land in order to cultivate their own food. 2. If more than 20% of the community can be classified as very poor and are experiencing hunger, then those families with a female head of household should be prioritized. 3. Families with disabled children or those caring for orphans should also be prioritized. PHASE 4 – VERIFICATION OF BENEFICIARY FAMILIES BY THE VVC Once the VSC has prepared the preliminary list of beneficiary families, it is handed over to the VVC to verify and finalize. The VVC holds a second community meeting where the preliminary list of beneficiaries is announced. The VVC also publicly states that community members have 5 days to raise any objections or submit any appeals on the initial list to the VVC. This is the stage where the VVC can (i) address claims from families that deem themselves eligible for the program but have not been included on the list or (ii) complaints from other community members who believe certain members on the list do not meet the eligibility criteria. The VVC can investigate these claims and ask for support from the CDC or FPs if required. Community members should be encouraged to bring their appeals to the VVC within this 5 day period since once finalized this list cannot be amended. After these five days have passed, the VVC finalizes the beneficiary list, and posts the list in a public place The CDC members are then responsible for informing the FP that the list of eligible beneficiaries has been completed. PHASE 5- GATHERING INFORMATION ON BENEFICIARY FAMILIES AND COMPLETING SNF- 01 FORMS Once the FP is notified that the beneficiary list of eligible families has been completed, an FP social mobilizer goes to the community with in a week after receiving notification to carry out two key activities – (i) provide a nutrition awareness training in a community meeting and (ii) carry out door to door interviews of the beneficiary families to fill out Form SNF-01. In order to carry out these two activities in a time efficient manner FPs need to Afghanistan Social Protection Program, Operations Manual- 2012 19 ensure adequate arrangements are made prior to arriving in the community. Where possible, FPs will call CDC members in advance to set up a survey team composed of at least one VSC member, one VVC member and one CDC member. FPs also ask the CDC members to let the beneficiaries know the date and approximate time when the door to door interviews will take place. Upon arriving at the community, the FP calls a community meeting in order to read aloud the final list of beneficiaries. No appeals can be accepted at this stage. During this meeting, the FP also provides nutrition awareness to the community. (Details in Annex 14) After the community meeting is over, the FP along with the survey team goes door to door to gather detailed information on each of the beneficiary families using the Beneficiary Application Form (SNF-01) (Annex 6). The SNF-01 form should be fully explained to the applicant or beneficiary prior to the commencement of the interview. The details on filling the form are provided on the back side of the form. The SNF-01 form must be filled in the presence of the family head or their representative. During the interview, the FP/VSC/VVC team calculate the total benefit the family is eligible for. Each eligible poor family is entitled to a one-off cash payment of Afs 1250, Afs 2500, Afs 3750, Afs 5000 and a maximum of Afs 6,250 depending on the number of dependent children under 5. The benefit amount calculations are provided in the table below: Beneficiary Family Criteria Eligibility Amount (in Afs) Poor family prone to hunger with one 1250 child Poor family prone to hunger with two 2500 children Poor family prone to hunger with three 3750 children Poor family prone to hunger with four 5000 children Poor family prone to hunger with five 6250 children and above As part of the visit to the community, FPs also fill out the nutrition and hygiene awareness questionnaire for each beneficiary family which allows FPs to better adapt future training to the needs of each CDC. Based on this questionnaire, the FP will tailor the nutrition/hygiene messages for each community. This tailored training is provided to the beneficiary families when the benefits are distributed. Further details on the nutrition and hygiene awareness campaign are available in Annex14. After the completion of the interviews, the FP collects the following from the community: (i) copy of the list of VSC members; (i) copy of the list of VVC members; (iii) list of eligible families; (iv) all completed SNF-01 forms with detailed information from eligible families. PHASE 6- DATA ENTRY AND PROCESSING In this phase, the FP is responsible for reviewing the SNF-01 forms and entering them into the MIS provided by DSP, MoLSAMD. This data entry process should not take more than one week. FPs then hand over the physical SNF-01 forms and the electronic records to DoLSAMD/MoLSAMD. FPs are also to hand over originals of the list of VSC and VVC as Afghanistan Social Protection Program, Operations Manual- 2012 20 well as the stakeholder agreements to DoLSAMD/MoLSAMD. Copies of all documents are retained in the FP provincial offices and in DoLSAMD4. DoLSAMD ensures all the required documents have been received from the FP selection (both paper forms and electronic records). DSP/DoLSAMD also double checks and ensures the SNF-01 forms were filled correctly. PHASE 7- FUND TRANSFER TO CDCS The DSP, MoLSAMD then initiates the formal payment authorization by generating the SNF-02 and SNF-03a and SNF-03b through the database being managed by the DSP, MoLSAMD. DSP, MoLSAMD also obtains the signature of Deputy Ministers of Social Affairs and Admin/Finance on SNF-03a. Both signed forms are sent to MoLSAMD for further processing. The DSP sends for SNF-03b to DoLSAMD to obtain the signature of the District Governor through FP. After receiving signatures of District Governors on SNF-03b, copies are kept in the DoLSAMD office and originals are sent to MoLSAMD. Based on the SNF-02, SNF-03a at MoLSAMD approval, SNF-03b (payment withdrawal notice to CDCs) is also approved for each individual CDC payment withdrawal by the DoLSAMD and District Governor. MoLSAMD then generates the M16 form for each CDC payment and sends it to MoF along with the required supporting documents for approval. MoF transfers funds to the Mustofiat who in turn issue a check to the DoLSAMD cashier. The DoLSAMD cashier is responsible for cashing the check at the DAB and alerting the provincial cash withdrawal committee and the FP that the cash is ready to be handed over to the CDC members. The provincial cash withdrawal committee composed of representatives of DoLSAMD, Mustofiat, and FP and they are to be physically present when the cash is handed over to the CDC and ensure that the CDC receives the entire allotted amount and signs a receipt. If all committee members are not available, the cash distribution should be postponed until such a date when representatives from all stakeholders can be present. The FP is responsible for arranging for transportation and bringing the CDCs to the provincial centre for receiving the cash in the presence of the provincial cash withdrawal committee. The CDC members are then responsible for physically transferring the cash back to the community. Any theft or loss of funds after this point is the responsibility of the CDC/community and the project will not be able to make another payment and this should be clearly explained to them by the FP. PHASE 8 - FUND DISTRIBUTION TO BENEFICIARIES After returning to the community with the cash benefit, CDC members are responsible for the distributing benefits based on the finalized list of beneficiaries within 2 days. This distribution takes place with prior notice in a public place in the presence of the FP to ensure a transparent and fair process. Upon distribution of the funds, the CDC obtains signatures from each of the beneficiaries using form SNF-04. FP helps the CDC in accounting and financial management of the benefit amount during this process. The benefit amount is given to the mothers of the families. If it is needed separate place/ centre for benefit distribution is arranged for the convenience of the female beneficiaries. At this stage, the FP provides a second part of the nutrition and hygiene awareness training to the beneficiaries and other community members that are interested. This training is tailored 4 FP contracts provide for the cost of copying these documents. Afghanistan Social Protection Program, Operations Manual- 2012 21 one to the specific needs of each community based on the nutrition awareness questionnaire filled out at the time of the beneficiary interviews. PHASE 9– AUDITS After the benefit distribution is completed, MoLSAMD selects a sample of communities in each district where an audit is carried out (5-10% of total number of communities in the district). This 5-10% sample consists of communities where there are a large number of documented grievances, communities where there were many ‘yes’ on the socio economic section of the SNF-01, and a random sample of communities from each cluster in the district. MoLSAMD must ensure that communities from the more remote clusters are included. The final list of communities to be audited is then sent to DoLSAMD. DoLSAMD forms teams to carry out the audit (preferably both male and female staff). The audit team composed of DoLSAMD staff then visits a maximum of 2 program communities a day to carry out the audit. In each community, the team has one focus group discussion with the beneficiaries and one with the VSC and VVC members. Ideally, female beneficiaries participate in the focus group discussions. If this is not possible, and if female DoLSAMD staff are not available, then male representatives can join the focus group. This last option is only to be exercised if all other options have failed. The audit team also meets with at least 3 individual beneficiaries and 1 VSC or VVC member. An Audit form SNF-07 (this form is still to be developed) is used to collect the data during both the focus group and individual interviews. All original completed forms are to be sent to MoLSAMD for analysis and the copies should be retained by DoLSAMD. 4.0 GRIEVANCE HANDLING Like in any cash transfer program, there may be a number of grievances throughout the program cycle. Those raised prior to the benefit distribution are addressed by the VVC. Those grievances that are raised after benefit distribution are addressed using the ASPP grievance handling mechanism. The possible official grievances received after benefit distribution can be categorized as follows: 1. Grievances from beneficiaries who have not received the entire amount of benefit they are eligible for. 2. Other grievances related to the program process. These could be grievances against CDC members, VSC members, VVC members, FP staff or DoLSAMD etc. All submitted grievances cannot be assumed as an official grievance and therefore may not be processed by the responsible people and offices. No action is taken against issues which are not related to ASPP or are unclear Grievances. All the above grievances can be submitted in the following manner: 1. The complainant can choose to call the official grievance line provided to the community during the initial community meeting of the project. This line is managed by DSP, MoLSAMD. 2. The complainant can fill out the grievance form - SNF-06 (Beneficiaries Post Appeal Form) enclosed as Annex 11 and submit it to the FP or CDC whichever they find appropriate. 3. Personal visits to FP or DoLSAMD offices by community members. Afghanistan Social Protection Program, Operations Manual- 2012 22 The FP, CDC and VVC are all jointly responsible for ensuring all community members have the phone number for the official grievance line, access to the appeal form, and are aware of the addresses of both the FP and DoLSAMD offices. All grievances received by the FP or DoLSAMD either through an appeal form or through personal visits must be submitted to DSP, MoLSAMD. Designated staff at DSP, MoLSAMD are responsible for documenting all grievances received through any of the three uptake channels in the MIS and providing each grievance a unique ID number. This designated staffs at DSP, MoLSAMD are responsible for categorizing the grievances into the following: 1. Grievances related to fund flow, delays in receiving benefits 2. Grievances relating to mismanagement of funds at the community level 3. Grievances relating to mismanagement of funds at the district/provincial level The DSP staff forward the list of communities with the category of grievance and any relevant details (generated through the MIS) to the relevant stakeholder/department. All grievances related to mismanagement of funds at the community level should be sent to DoLSAMD for following up during the audit process. Issues related to the mismanagement of funds at the district/provincial level should be sent to the provincial/district authorities or the Provincial cash withdrawal committee. The entire process of categorizing and forwarding the grievances to relevant parties should not take more than 2 weeks from the date the grievance is received. 5.0 DATABASE MANAGEMENT, MONITORING 5.1 ESTABLISHMENT AND MANAGEMENT OF DATABASE MoLSAMD has established a central database in DSP, MoLSAMD. FPs by providing services of data entry forms (SNF-01) contribute to the database management and therefore is part of the process. Data processing is done centrally at DSP, MoLSAMD which generates the other financial forms. MoLSAMD verifies the data sets of SNF-01, check for any anomalies and generates SNF-02, SNF-03, SNF-04, SNF-05 (M16) forms through MIS system. MoLSAMD helps DSP/DOLSAMD manage the financial management and payment processes using the MIS. 5.1.1 RECORD KEEPING All survey and application documents need to be stored in secure locations. Furthermore, documents that include key program decisions or authorizations need to be carefully stored, logged and filed. Such records may include e-mails, electronic messages and any other form of document which has the ability to confirm decisions or authorizations. All the documents relating to the implementation of the ASPP; Operational Manual, training material to the VSCs, VVCs, CDCs and FPs, Stakeholder Agreements, Data base forms both hard copies and soft copies of SNF-01 (Beneficiary application), SNF-02 (Payment approval), SNF-03 (Payment withdrawal), SNF-04 (Beneficiaries receipts), SNF-05 (M16), SNF-06 (grievance redressal form) are consolidated, classified, and stored securely in DSP of MoLSAMD for future reviews, monitoring and auditing purpose. An official of DSP, MoLSAMD has been made in charge and responsible for storing the data, various forms, analytical data, manuals, training material and awareness generation material besides the various Orders, MoUs, ToRs, Letters, Agreements for both internal audit of MoLSAMD and external agencies like WB later. Afghanistan Social Protection Program, Operations Manual- 2012 23 Below is a list of documents and the stakeholders/departments that retain copies. DSP, DSP, FP CDC District MoLSAMD DoLSAMD Governor Operation x x x Manual, Training material Stakeholder x(original) x x x x Agreements VSC/VVC x x x beneficiary (original) lists SNF-01 x (original) x x x SNF-03b x x (original) x SNF-02, SNF- x (originals) x 03a, SNF-04 SNF-06 x x (original) 5.2. MONITORING 5.2.1 KEY ASPECTS OF MONITORING (a) FPs submit periodic progress reports of the field, implementation details, program documents (VSC, VVC, Tripartite Agreements, SNF-01 forms- hard copies & soft copies, bottlenecks and the coordination work details with the CDCs, DoLSAMD, Provincial/ District Authorities). (b) Project Coordination Unit, MoLSAMD monitor the progress of the program implementation continuously through its Program coordinator officers both from the field and project sites. (c) DoLSAMD coordinate the activities of the CDCs, FPs and report to the DSP, MoLSAMD and DSP, MoLSAMD about the ASPP. (d) When delays occur it is important that the VVC, CDC and FP notify DoLSAMD for the information of MoLSAMD as soon as possible. Delays cause concerns, which the community, selected families which are isolated from mainstream may not understand, as such, it is important that the VVC and CDC keep the community fully informed of the situation and any issues, options that have been determined and approved by DoLSAMD/MoLSAMD. (e) Delays may occur for the payment to beneficiaries who are entitled to receive their assistance after their selection. If it happens they should be notified to the VVC, CDC chairman and if possible to the FP's Community Social Organizer and DoLSAMD. (f) Third party monitoring will be carried out once a year. The firm will be contracted by and report to MoLSAMD and monitor the performance of all parties across the program cycle in relevance to the program design and check on compliance with the procedures/processes as described in the operations manual. The monitoring will be Afghanistan Social Protection Program, Operations Manual- 2012 24 based on a documents review and interviews with key informants and specially from benefitting families. 6.0 CAPACITY BUILDING AND TRAINING TO DSP/DOLSAMD, MOLSAMD 6.1 MOLSAMD/DSP All technical and professional level staff at DSP/MoLSAMD receive formal training at least once during their tenure (preferably upon joining) as well continuous on the job coaching, mentoring and training. All new staff receive a formal training on the following topics: - ASPP Operation Manual (general training) - ASPP MIS and processing of forms SNF-01, SNF-02, SNF-03, SNF-04 Based on their respective duties, staff also receive formal training on the following topics: - Grievance handling (documenting, categorizing grievances) - Financial Management in ASPP - Procurement in ASPP - SN Forms, MIS data entry and maintenance - Survey instruments, data collection from the field - Implementation Reports - Auditing Training modules will be developed and continuously adapted based on the needs of the program. 6.2 DSP AND DOLSAMD Similar to MoLSAMD, DSP/DoLSAMD staff receive both formal training and on the job coaching from MoLSAMD staff. Mandatory training for DoLSAMD staff are the following: - ASPP Operation Manual (general training, particular focus on relationship with District and Provincial government authorities) - Fund management (process of distributing funds to CDCs/beneficiaries) - Grievance redressal mechanism - Audit (carrying out focus group and individual beneficiary interviews) MoLSAMD staff are required to visit each of the DoLSAMD offices at least once every three months. Afghanistan Social Protection Program, Operations Manual- 2012 25 ANNEX 1: CDC TALKING POINTS FOR THE COMMUNITY MEETING Introduction __________________________________________________________________________________ • Thank you all for coming. Today, we are going to present a new program of the Government that supports the poorest families in our communities with large number of children under the age of 5. By poorest, we mean the families that are facing hunger and do not have enough food to eat throughout the winter period. Program Objectives __________________________________________________________________________________ • The Government understands how difficult it is for poorest families, especially those with many small children, to survive through the winter and the spring until the harvest season. So, it has decided to provide a one-time cash benefit to support poorest families with large number of children that have nothing to eat and if not supported will go hungry. • The money will be distributed under the Afghanistan Social Protection Program that will be implemented by the Ministry of Labor and Social Affairs in cooperation with the Facilitating Partner, ____ (name of FP). • In our community, the money will be provided to [XX] poorest families (mothers and their children). So, only one in every 5 families in our community will benefit from this program. • The amount of the assistance will be from Afs. 1,250 to Afs. 6,250, to each family depending on the number of children that are living with them. • The money they receive can be used for food items or other necessities of the families food subsistence and children needs. How It Works __________________________________________________________________________________ • Selection of the families for this assistance is a very important task in this project and we as a community need to make sure we do this properly and fairly. We would like therefore to ask cooperation of all of you. It is our obligation as Muslims to look after needs of our neighbors and let us perform this duty with sincerity, dignity, and respect. • As per requirements of the Government, two Committees will be established in our village for the purpose of facilitating the selection of beneficiaries and implementation of the program: (i) Village Selection Committee and (ii) Village Verification Committee. • The Village Selection Committee will be responsible for preparing the list of the proposed beneficiaries and the Village Verification Committee will be responsible for finalizing the list and addressing all the suggestions and complaints you all may have about the list. Our role as CDC will be to establish those Committees later in today’s meeting. • The meeting of the Village Selection Committee will prepare a first list of the eligible families in the village. The list proposed by the Village Selection Committee will then be sent to the Village Verification Committee. • Village Verification Committee will then hold another community meeting with all of us to read out the list of beneficiaries. After this meeting, we will have 5 days to ask the Village Verification Committee to make any changes to it. The Village Verification Committee will listen to our questions and concerns and finalize the beneficiary list and post it in our (mosque, public place). Once this list is finalized, we cannot bring any changes to it. • After the list of beneficiaries have been finalized, the Facilitating Partner (Name of FP) will come to our village and together with members of the Village Savings Committee and Village Afghanistan Social Protection Program, Operations Manual- 2012 26 Verification Committee, carry out interviews of the selected families and make sure the selection process was done correctly. The interview process will take 20-30 minutes for each family. • The FP (name FP) will also come to our village and help us administer the most important part of the program, payments to the beneficiaries. • Provincial DoLSAMD office along with both District Governors Office and Provincial Governors Office will be also coordinating the activities of the program implementation. • One key aspect of this program is to increase our awareness of nutrition, health and hygiene. The FP (Name of FP) will be coming to our village to provide us training on these issues. These trainings will take place when they come for the interviews of beneficiary families and when the payments are distributed in the community. All community members interested in improving the health of their family and children are welcome to attend this training. Selecting Our Beneficiaries and Payment Calculation ________________________________________________________________________________ • We would like to explain to you how we will decide which families will be selected for the program. Every member of the village who is very poor with children below the age of 5 years is free to nominate his or her family for the benefit. However, there are important conditions that must be met to qualify for this benefit. We will present them to you now. • The benefit amount will be based mainly on the mother or guardian(s) and all children that live with her but the benefit amount will be limited to not more than 5! • The Government recognizes that the needs in all villages will be bigger than the benefit that is being provided. It also recognizes that not all those who may deserve such support would be able to get it. The Governments main priority is to ensure that the money goes to these poor families with large number of children and no money goes to the families who can support themselves without any assistance. • This government money is mainly for poor families with children who cannot afford enough food to feed themselves most of the time, or often skip meals, or will go starving if this assistance is not provided. These are the families with no land on which they can grow food. • We recognize however that there may be many in this community who are poor and cannot afford all the food that they need. Given we can only provide this benefit to one in five mothers we will first choose the mothers who have no husbands and are supporting families themselves since they need our help the most. • Then we will include families that have disabled children or are caring for orphans. • Finally we will include any other families that are also very poor and do not have enough money to provide food for their family and have no access to arable land. • We understand that this will be a very difficult selection process and that is why we are setting up the Village Selection Committee and the Village Verification Committee to help us do this in a proper and fair manner. • Do you have any questions on what we have described so far? • Discussion Payment Process __________________________________________________________________________________ • Now we will explain how the payments to families will be made. We, the CDC will receive the benefit from the FP, the DoLSAMD and we will bring the money back to the community. • We will announce a community gathering when beneficiaries will be asked to come and collect their benefit. At least two members of each family which includes the mother will be required to come to collect the benefit. No family that is not on the list of beneficiaries will be paid. • Benefit distribution will take place in a public place that will be announced in advance. • Each family, the mother or guardian of the children will be required to fingerprint/sign the receipt paper. • All the records will be submitted to the Government for verification and audit. Afghanistan Social Protection Program, Operations Manual- 2012 27 • When the payment process is completed, the final master payment list with fingerprints/signatures of all the beneficiaries will be transferred to the Village Verification Committee for review. The Village Verification Committee will then transfer the list to the Facilitating Partner. • In case there are complaints with the process, you can call this number to register it with the government office (insert number). You can also fill out this form SNF 06 and give it to the FP • Do you have any questions on the payment process? • Discussion Village Selection Committee and Village Verification Committee Formation __________________________________________________________________________________ • In forming the Village Selection Committee and Village Verification Committee we need to select members of the community that will be able to support this program and carry out the necessary tasks in a transparent and accountable manner. As per the guidelines of this project, the VSC should be composed of 8-10 members and is required to have an can have an [Imam, Malik/Arbab, female representative, at least one literate member and a minimum of 2 CDC members]. • Village Verification Committee will also consist of 8-10 members who are known for their fairness and honesty. The Village Verification Committee is required to have an [respected elderly, female representative, one literate member and 2 CDC members]. The members of the Village Selection Committee cannot be the members of Village Verification Committee. • Based on these requirements, we are proposing the following list for the members of the Village Selection Committee: XXXXXXX • We are also proposing the following list for the members of the Village Verification Committee: XXXXXXX • Do you have any objections to these lists? We would like to discuss any objections you have now and finalize these lists today. • Discussion • Now that we have finalized the members of the Village Selection Committee and the Village Verification Committee, we would like to ask these members to meet with us on [XX_day] at [XX_hours] in [XX_location] to provide more detailed information on their roles and responsibilities. Conclusion of Meeting and Important Dates __________________________________________________________________________________ • We would like to thank you all for coming today for this meeting and for your time. • In conclusion we would like to provide you with important dates for implementation of this program. • Meeting of the Village Selection Committee to produce the beneficiary list XX • Public Meeting of the Village Verification Committee XX • Approximate date for interviewing beneficiary families XX Allow for discussion on meeting dates if required. Afghanistan Social Protection Program, Operations Manual- 2012 28 ANNEX 2: VILLAGE SELECTION COMMITTEE (VSC) TERMS OF REFERENCE 1.1 CRITERIA AND COMPOSITION OF VILLAGE SELECTION COMMITTEE Village Selection Committee should have 8 to 10 members and be comprised of (i) CDC members and (ii) nominated and respected members of the community as follows: at least 4 members of CDC, at least one respected member or elder of the village, one Mullah/Imam, at least two female representatives (can be same as members of CDC), and at least one literate member of the community - all willing and able to perform the functions of VSC for the proper implementation of the Program. The Selection Committee members should be held in high regard by the community. In small villages, VSC may be comprised of a smaller number of members (5 to 6) but with the same categorical representation of members. 1.2 FORMATION OF VILLAGE SELECTION COMMITTEE VSC will be formed in a public place/meeting of village gathering as facilitated by CDC. The Chairman of the selection committee will be selected based on the consensus of the VSC members. 1.3. TERMS AND REFERENCE OF VILLAGE SELECTION COMMITTEE: (i) Identify families with children who are poor and prone to hunger. (ii) Draw initial list of the proposed eligible beneficiary families. (iii) Place list at the public display in a place of common public gatherings or most often visited by community members. (iv) Provide the list to the Village Verification Committee and work closely with the Village Verification Committee to finalize the list. (v) Assist FP in the process of collecting data and information on selected beneficiaries. (vi) Assist FP in the benefit distribution process to the beneficiaries in the village. Afghanistan Social Protection Program, Operations Manual- 2012 29 ANNEX 3: VILLAGE VERIFICATION COMMITTEE (VVC) TERMS OF REFERENCE 2.1 CRITERIA AND COMPOSITION OF VILLAGE VERIFICATION COMMITTEE The Village Verification Committee (VVC) must be comprised of 6 to 8 members (4 to 5 members in small villages). Members of the VVC must be highly respected community members who are well known for their fairness, honesty and betterment/ development of village and residents of the village. At least 2 members will be members of the CDC; at least two members shall be respected members or elderly of the community; at least two members must be female; at least one literate member of the community. The members of the VSC cannot be the members of VVC (exception may be made for the literate member of the community if only one is available to support both tasks). 2.2 FORMATION OF VILLAGE VERIFICATION COMMITTEE VSC will be formed in a public place/meeting of village gathering as facilitated by CDC. The Chairman of the selection committee will be selected based on the consensus of the VSC members. 2.3. TERMS AND REFERENCE OF VILLAGE SELECTION COMMITTEE: VVC will undertake the following: a) Organize public gathering for the community to review and discuss the list. b) In an open meeting, conduct checking and verification of the list of the proposed beneficiaries. c) Finalize the list of eligible families on the basis of public consultations and hand over the final list to the FP. d) Assist FP in collecting data from the eligible families. e) Attend to the complaints of the selected beneficiaries about the payment/non-payment /lower payment and redress the issues. Afghanistan Social Protection Program, Operations Manual- 2012 30 ANNEX 4: STAKEHOLDER AGREEMENT BETWEEN MOLSAMD, CDC & FP Stakeholder Agreement This Agreement has been made and entered on this _____ day of (month) _________ 13__ (_____ __________ 20__) at ___________________ between: (i) The Ministry of Labour, Social Affairs, Martyrs and Disabled of the Government of Afghanistan (ii) The Community Development Council (CDC) of (name)_____________________________ (Villages) ___________________________________________________________ (District) ____________________,(Province) ______________________,Code _____________ and; (iii) The Facilitating Partner (FP)___________________________ WHEREAS, the Ministry of Labour, Social Affairs, Martyrs and Disabled desires to implement Safety Net program Spring Roll out, 2012 to assist poor families by providing cash assistance to the rural poor families with large number of children prone to hunger and; THE Community Development Council named above and comprised of ______ (number of families) has expressed interest to participate in Safety Net program facilitated by ______________________ (FP). THE Community Development Council is informed that the community it represents is entitled to a grant to support maximum of ___20__ % of the total families of that community that will be disbursed once the eligible families are selected. THEREFORE, Ministry of Labour, Social Affairs, Martyrs and Disabled, the Community Development Council and the Facilitating Partner agency hereby agree to the following: CDC along with Facilitating Partner will set up the Village Selection Committee (VSC) and Village Verification Committee (VVC) for the implementation of the Safety Net Program in the village. THE Community Development Council (CDC) will register with the FP its representatives and provide the names of the required signatories. CDC, VSC, VVC with the help of FPs will do propaganda about the Safety Net Program objectives and implementation to the community and beneficiary families at the public places. THE Village Selection Committee identifies and selects the beneficiaries/ beneficiary families along with their details of address and particulars in the village to whom one off cash grant to be awarded, and submits the list of beneficiary families in the required format to the MoLSAMD through Facilitating Partner. THE Community Development Council and the Facilitating Partner will use Operational Manual, forms and procedures provided by the MoLSAMD to ensure proper implementation of the Safety Net program. The VSC is responsible for ensuring adequate recording of all project related transactions, Project accounts, records and supporting documentation shall be available for inspection by the Facilitating Partner, the DoLSAMD, MoLSAMD or any other visiting team deputed for the purpose. The CDC and VSC are not permitted to use the funds provided under the Safety Net Program for activities or works other than the agreed project activities. They should not extract any amount from beneficiaries and redistribute the benefit amount to others. The CDC and VSC will be responsible to conduct Nutrition Awareness campaign among the villages at the time of the benefit distribution process. Afghanistan Social Protection Program, Operations Manual- 2012 31 THE Facilitating Partner will assist the CDC, VSC, and VVC regarding (i) awareness generation, (ii) nutritional and hygiene awareness generation to the community and beneficiary families (iii) training for the implementation of the pilot, (iv) beneficiary identification and selection in the village (v) canvassing of beneficiary application form, (vi) benefit distribution, (vii) verification and auditing of the program and completion of reports. THE Ministry of Labour, Social Affairs, Martyrs and Disabled will (i) release payments to the village in accordance with the agreed schedule(s) in a timely manner, (ii) monitor the execution of the work and (iii) undertake follow up audit. MINISTRY of Labour, Social Affairs, Martyrs and Disabled can stop and/or suspend the works if it becomes evident that the CDC or FP is not performing its works satisfactorily as per the terms of this Agreement. If there are serious problems such as financial irregularities, misappropriation, extraction and redistribution of benefit amount, lack of physical progress, failure to report, lack of community support, the Ministry of Labour, Social Affairs, Martyrs and Disabled may recommend that the agreement be cancelled. The FP shall guarantee to submit a final status report including an expenditure sheet upon completion of the project to the Ministry of Labour, Social Affairs, Martyrs and Disabled. Provincial and District authorities will oversee and guide the implementation of the Afghanistan Social Protection Program. IF during implementation of the safety net program, any dispute arises between the Ministry of Labour, Social Affairs, Martyrs and Disabled, the Facilitating Partner, and the CDC, VSC, and VVC, Provincial and District authorities relating to any aspects of this Agreement, the parties shall first attempt to settle the dispute through mutual and consultation. If the dispute is not settled through such consultation, the matter shall be referred to the Minister of Ministry of Labour, Social Affairs, Martyrs and Disabled for a final decision. THIS Agreement shall be governed by the Laws of Afghanistan. The CDC is represented by the signatories hereby accepts the set conditions, and agrees to implement the project. Signatories: Director, social protection, MoLSAMD/Directorate of Labor, Social Affairs, Martyrs and Disabled, MoLSAMD:_____________________ CDC Chairperson:______________ FP Representative: _____________________ Provincial/District Authority: _________________ Afghanistan Social Protection Program, Operations Manual- 2012 32 ANNEX 5: TOR OF THE FACILITATING PARTNERS (Alexei Comment: In case there are complaints with the process, you can call this number to register it with the government office (insert number). You can also fill out this form SNF 06 and give it to the FP) Phase I: Preparation for implementation (i) Participate in necessary training of the key staff at the DoLSAMD/ MoLSAMD office. (ii) Prepare a short inception report. Phase II: Awareness generation, training and Coordination with CDCs and VSCs (i) Identify and provide local staff to be involved on full time basis in the activities of implementation of the pilot project. (ii) Provide awareness and trainings on operations of the program to CDCs, VSCs and VSCs. (iii) Assist CDCs in setting up,Village Selection Committee and Village Verification Committee, prepare the stakeholder agreement with CDC, FP, DoLSAMD and Provincial/District authorities as required mechanisms for the Afghanistan Social Protection program implementation. (iv) Facilitate and coordinate with VSCs and VVCs in the identification and selection of beneficiaries. (v) Canvass and collect benefit application forms (SNF-01) through VSCs, VVCs; validate, and prepare for entry on MIS database, and forward to MoLSAMD. Follow up with the ministry and CDCs as may be required. Phase III: Families verification and complaint redressal (i) Register all application forms in data base that will be provided by the Ministry. (ii) Verification of proposed lists of eligible families for benefit distribution. Assist with identifying fraudulent cases, setting up checks/grievances, redressal of cases and rectification of post payment grievances. Phase IV: Nutrition awareness campaign (i) Work with CDCs to mobilize communities (specifically female members) to deliver awareness on Safety Net issues. (ii) Use materials to be provided by the Ministry and deliver presentation to the members of the community. (iii) Deliver nutrition & hygiene awareness generation packages to the members of the community (to be funded and provided by the Ministry). Phase V: Distribution of Funds to beneficiaries through CDCs and record keeping (i) Helping in the opening of bank accounts to CDCs, if required (ii) Subject to completion of Phase IV above, assist CDCs in collecting cash from the Bank/ and in ensuring availability of lists of eligible families. (iii) Assist DoLSAMD/ MoLSAMD with distributing transportation allowance for CDCs (a lump sum for each participating village), including keeping receipts and records. (iv) Assisting CDCs in distributing the cash benefits as may be required. Phase VI: Follow up and Completion (i) Facilitate post benefit payment verification, proper accounting, reconciliation and complaints redressal. (ii) Prepare final implementation report. Afghanistan Social Protection Program, Operations Manual- 2012 33 ANNEX 6: BENEFICIARY APPLICATION FORM (SNF-01) ‫جــــــمهــــــــوری اســـالمــــــــــی افغــانســـــــــتان‬ ‫دافغانســـــــــتان ســـــالمـــــی جمهوریــــــــــــــــت‬ ‫ شهـــــدا ومعلولین‬،‫ اموراجتمـــــــاعی‬،‫وزارت کـار‬ ‫ شهیدانو او معلولینـــو وزارت‬،‫ تولنیزو چارو‬،‫دکـار‬ Islamic Republic of Afghanistan Ministry of Labor, Social Affairs, Martyrs and Disabled (MoLSAMD) “Afghanistan Social Protection Program” Beneficiary Application form (SNF-01) ___/____/13___ :Date […] Village: […] District: […] Province: […] Application No: Information about applying Parent or Guardian who lives with own or adopted children who are aged 0 to 5 Grandfather’s name Father’s Name: Full Name None of those Elderly aged 65 or over Kuchi Internally Displaced Disabled Female :Any other I.D No. (Election Card/etc.) :Tazkira No :Number of own or adopted children living with you :Telephone No, if available No Yes Mark all that apply to you and your family Family owns or uses irrigated land that provides produce enough to meet family basic food needs 1 Family owns proper house in good conditions with at least two rooms, solid roof and kitchen 2 Family has regular income from trade, running shop, providing transportation, or working for government 3 Family was or is receiving any other cash or in kind assistance in the past three months 4 Head of the family is literate (can read and write) 5 List all children up until age 14 who are your own or for whom you provide Age *Relationship Name No 1 2 3 4 5 6 7 8 / Adopted Daughter - 6 / Adopted Son - 5 / Granddaughter - 4 / Grandson - 3 / Own Daughter - 2 / Own Son - 1 :Relationship* Other Female Child - 8 / Other Male Child – 7 This is to certify that the above information of my family is correct (Signature/Thumb Impression of the applicant) Approval of Family Members Eligibility Members (Afs6250) 5 (Afs5000) 4 (Afs3750) 3 (Afs2500) 2 (Afs1250) 1 (Amount) Date Signature Position Designated official Confirmed by VVC ___/___/13____ representative: Confirmed by FP ___/___/13____ representative: Received by ___/___/13____ DoLSAMD/MOLSAMD: Afghanistan Social Protection Program, Operations Manual- 2012 34 6.8.1 Instructions for filling SNF-01 form Instructions on filling in Beneficiary Application Form (SNF-01) This form must be filled for each family which has been selected for benefit distribution by CDC. The form will be canvassed by interviewing the head of the family. Facilitating Partners will help the CDCs in filling up the form. Family means of a husband, wife (or wives), and unmarried children; or a single head-of-household (male or female) and his/her unmarried children. A family can be counted as part of the community if they have been resident in that community for a continuous period of at least 12 months or have intention to settle in this community (unless IDPs or refugees) and if it has not been counted as part of a community elsewhere in the country for the purpose of receiving the same benefit. Child means a child between the age group of 0- 5 yrs. Own Cultivable land means family having land. The arable land which is basic minimum for the basic needs of the family. Proper house means permanent house of at least two room structures with roof and kitchen. Regular monthly income means either through employment or trade/shop/transportation/government . Hunger is defined Poor families with children who most of the time cannot afford enough food to feed themselves, or often skip meals, or will go starving if this assistance is not provided. Family in receipt of other Safety Net Programs means whether the family to be selected has received any benefit from similar cash programs of WFP and others. Part I: Filling in the form 1. Indicate the date when you fill this form 2. For each family there is a unique Application No. 3. Identify the family head and enter corresponding information in the third row, specifying full name, father’s name, Grand Fathers name, Tazkira no., and any other ID number. . 4. Indicate the status of the head of the family whether he/she is disabled/female/I.D/Kuchi/elderly/or none of these by ticking appropriately. 5. Indicate the number of children in the selected family including the adopted ones. 6. For socio-economic criteria of land owning, housing, monthly income and literacy tick the appropriate box for the head of the family or family as a whole as the case may be. 7. List all the children in the selected family in the Table “All the children of your own or whom you support” . The relationship of the children should be noted as (1) own son, (2) own daughter, (3) Grandson, (4) Granddaughter, (5) Adopted son, (6) Adopted daughter, (7) Other male child, (8) Other female child as the case may be in number. 8. In the age column indicate the age. The age should be as per their Tazkira. If no Tazkira is available then, approximate age should be entered with reference to the other persons in the family, relations, neighbours, recent events/incidence etc. Part II: Data analysis and identifying the number of dependents 9. When details of the family information are completed then you would need to score the number of children in the family in the following way: (i) Count all the number of children in the family as per the last column of the form. (ii) In the field “Number of Eligible Members”, please put a tick in the appropriate box - 1 or 2 or 3 or 4 or 5 as per the eligible children in the family. If the number of children is 5 or more than 5, then you should tick box 5, as number of eligible children and dependents for benefit under the current program is limited to 5 per family. (iii) After filling the information, please cross check the details and hand over the SNF-01 form to the FP after putting your signature. (iv) FP will have to facilitate and verify the information, including age, relationship, dependent status and number of eligible members in the family at the time of filling the form. (v) FP will calculate the eligible benefit amount to the selected family. Afghanistan Social Protection Program, Operations Manual- 2012 35 ANNEX 7: PAYMENT APPROVAL FORM (SNF -02) ‫جــــــمهــــــــوری اســـالمــــــــــی‬ ‫دافغانســـــــــتان اســـــالمـــــی جمهوریــــــــــــــــت‬ ‫افغــانســـــــــتان‬ ‫ شهیدانو او معلولینـــو وزارت‬،‫ تولنیزو چارو‬،‫دکـار‬ ‫ شهـــــدا‬،‫ اموراجتمـــــــاعی‬،‫وزارت کـار‬ ‫ومعلولین‬ Islamic Republic of Afghanistan Ministry of Labor, Social Affairs, Martyrs and Disabled Safety Net Program Spring Rollout, 2012 Payment Approval Form (SNF-02) Form No: __[…]___ Province […] District: […] Date ___/_______/13______ MoLSAMD Action No of eligible CDC Code CDC Name Payment No Amount (Afs) families […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] […] Total Number of SNF-03 […] Forms Total Requested Amount […] (Afs) Recommendation Fund Requesting Officer Designation Date Requested (Name) ____/_____/13______ Approval by MOLSAMD Signature Date Approved Approval Note Approval of Deputy Minister Social Affairs ___/___/13____ Approval of Deputy Minister Admin & Finance ___/___/13____ Afghanistan Social Protection Program, Operations Manual- 2012 36 ANNEX 8: PAYMENT WITHDRAWAL FORM (SNF-03) ‫جــــــمهــــــــوری اســـالمــــــــــی‬ ‫دافغانســـــــــتان اســـــالمـــــی جمهوریــــــــــــــــت‬ ‫افغــانســـــــــتان‬ ‫ شهیدانو او معلولینـــو وزارت‬،‫ تولنیزو چارو‬،‫دکـار‬ ‫ شهـــــدا‬،‫ اموراجتمـــــــاعی‬،‫ وزارت کـار‬Islamic Republic of Afghanistan ‫ومعلولین‬Ministry of Labor, Social Affairs, Martyrs and Disabled Safety Net Program Spring Rollout, 2012 Payment Withdrawal Form (SNF-03a), SNF-03b Payment No […] Approval No […] (This is SNF-02 No) Province […] District […] CDC […] Date […]/___/13____ No. of Beneficiary Total Amount of Assistance (Afs): Families: […] In words: […] […] DoLSAMD Action Verifying/Approving Officer's Name & Signature and Date Designation: ___/____/13___ District Governors Office Action Signature and Date ___/____/13___ Receipt by FP’s Authorized Representatives FP Social Organizer Name FP's Provincial Manager's Name Signature & Date Signature & Date ___/_____/13_____ ___/_____/13_____ Bank's Action: Cashier's Signature Bank Manager's Signature and Bank's Stamp and Date Date ___/____/13___ ___/____/13___ Amount of Cash Signature/Thump of CDC's representative at the time of Received by CDC receiving the cash Afs Chairman (Name, Vice Chairman Treasurer (Name, Signature and Date) (Name, Signature Signature and Date) and Date) In Words: -. ___/____/13___ ___/____/13___ ___/____/13___ Afghanistan Social Protection Program, Operations Manual- 2012 37 ANNEX 9: BENEFIT RECEIPT FORM (SNF-04) ‫جــــــمهــــــــوری اســـالمــــــــــی‬ ‫دافغانســـــــــتان اســـــالمـــــی جمهوریــــــــــــــــت‬ ‫افغــانســـــــــتان‬ ‫ شهیدانو او معلولینـــو وزارت‬،‫ تولنیزو چارو‬،‫دکـار‬ ‫ شهـــــدا‬،‫ اموراجتمـــــــاعی‬،‫وزارت کـار‬ ‫ومعلولین‬ Islamic Republic of Afghanistan Ministry of Labor, Social Affairs, Martyred and Disabled Safety Net Program Spring Rollout, 2012 Benefit Receipt Form (SNF-04) Page _[…] of _[…]_ Province […] District […] CDC […] Date _[…]/___/13____ No of Amount Family Head Father's Tazkira signature/Thump # eligible (Afs) Remarks Name Name No impression members Received 1 […] […] […] […] […] 2 […] […] […] […] […] 3 […] […] […] […] […] 4 […] […] […] […] […] 5 […] […] […] […] […] 6 […] […] […] […] […] 7 […] […] […] […] […] 8 […] […] […] […] […] 9 […] […] […] […] […] 10 […] […] […] […] […] 11 […] […] […] […] […] 12 […] […] […] […] […] Sum Above […] Distribution completed in witness of: CDC/ VSC CDC/ VSC Vice CDC’s Treasurer FP’s Social Mobilizer Chairman Chairman Name Signature Date ___/___/13____ ___/___/13____ ___/___/13____ ___/___/13____ Afghanistan Social Protection Program, Operations Manual- 2012 38 Afghanistan Social Protection Program, Operations Manual- 2012 39 ANNEX 10: M16 FORM ‫ان کشافي‬ Operating/ ‫عادي‬ Development/ 1. EV# M16 No 16 ‫نمبر م‬ Form M-16 – Payment Order 2. EV# Date ‫تاریخ‬ 3. EV# Ministry of Finance - Treasury Department Commit/Oblig # 4. EV# )‫ ب (خالصه مصارفات‬16 -‫فورمه م‬ ‫نمبر تعهد و یا مکلفیت‬ Postpaid/ Prepaid/ ‫قطعي‬ ‫يلي‬‫تحو‬ Code and Name of Ministry/Organization ‫ اداره‬/ ‫کود نمبر و اسم وزارت‬ Numbe r of C odi ng Bl ock She e ts Attache d ‫تعداد صفحه های کود های حسابی ضمیمه شده‬ Grant/Loan No./Name ‫فرضه‬/‫نمبر اعانه‬/ ‫اسم‬ Type of Payment (Please Tick) / ‫نوع تادیه لطفا ان تخاب نمایید‬ Special A/C No. Bank Direct LC ( O nl y i f B a nk P a y mt ) Procurement Details ‫تفصیل تهیه و تدارک‬ Description ‫ تشریح‬- Date ‫ تاریخ‬- Purchase order Ref ‫نمبر درخواست خریداری‬ Price ‫مبلغ‬ Quantity ‫مقدار‬ Total ‫مجموع‬ Unit ‫واحد‬ Total ‫مجموع‬ Unit ‫واحد‬ Coding Block ‫کود های حسابی‬ Category Code Amount Organization (5) Project (6) Activity (5) Fund (5) District (4) Object (5) ‫کود کتگوری‬ ‫مبلغ‬ 5 ‫کود تشکیل‬ 6 ‫کود پروژه‬ 5 ‫کود فعالیت‬ 5 ‫کود وجه‬ 4 ‫کود ولسوالی‬ 5 ‫کود تصنیف‬ 67000 TOTAL - ‫مجموع‬ - Payment Details ‫تفصیل تادیه‬ ‫کود کسرات‬ Account/‫شماره حساب‬ Amount/ ‫مبلغ‬ Total Amount of the Invoice ‫مبلغ مجموعی‬ - Less – Company Tax ‫منفی – مالیه شرکتی‬ Less – Individual Tax ‫منفی – مالیه انفرادی‬ Less – Taminat ‫منفی– تامینات‬ 42104 Less - Returned Amount ( Only for Operating ) ) ‫ بازگشتی ها ( در بخش بودجه عادی‬- ‫منفی‬ 41212 Less – Other Deductions ‫منفی – سایر کسرات‬ 41210 Net Amount (Amount to Payee) ‫مبلغ قابل تادیه‬ - Beneficiary's Information ‫معلومات گیرنده‬ Beneficiary's Name ‫اسم گیرنده وجه‬ Tax Identification Number (TIN) ‫نمبر تشخصیه مالیه دهنده‬ AFMIS Vendor ID )AFMIS( ‫نمبر هویت فروشنده در‬ Beneficiary’s Banking Information ‫معلومات بانکی گیرنده وجه‬ Beneficiary's Bank Account Name ‫اسم حساب گیرنده‬ Beneficiary's Account Number ‫شماره حساب گیرنده‬ Invoice Number / ID Number ‫نمبرانوایس یا نمبر هویت‬ Bank Name ‫اسم بانک‬ Bank Address ‫آدرس بانک‬ IBAN No. if payment is in EURO ‫ در صورتیکه تادیه به یوروباشد‬IBAN ‫نمبر‬ Bank SWIFT Code ‫کود بانکی سوفت‬ Correspondent Bank Name ‫اسم بانک وساطت کنند‬ Correspondent Bank Address ‫آدرس بانک وساطت کننده‬ Correspondent Bank Account Number ‫حساب نمبر بانک وساطت کننده‬ Correspondent Bank SWIFT Code ‫سوفت کود بانک وساطت کننده‬ Details of the Grant / Credit and Contract ‫ کریدت و قرارداد‬/ ‫تفصیالت مساعدت‬ Contract Ref. Number P ro c u re m e n t T yp e Post/Prior Review Amount of the Contract Currency No Objection Date ‫نمبر قرارداد‬ ‫نوع تدارکات‬ ‫ ارزیابی سابقه‬/‫ثبت‬ ‫مبلغ قرارداد‬ ‫اسعار‬ ‫تاریخ موافقت نامه قرارداد‬ NCB Post Review 1000000 Afs .‫ تصدیق مینمایم که پرداخت هذا با اسناد مربوطه آن مطابق مقررات موضوع بوده و درمحدوده تخصیص میباشد‬: ‫منظوری‬ ‫مسئول صالحیت دار مالی‬ ‫مالی‬/‫رئ یس محاسبه‬ ‫آمر حواله جات‬ ‫آمر دفترداری‬ ‫تائید مسئو لین مراجع مربوط‬ Stamp/‫مهر‬ Finance/Accounting Authorized Finance Payment Manager Book keeping Manager Authorization of Org Director Name and Signature ‫اسم و امضأ‬ Afghanistan Social Protection Program, Operations Manual- 2012 40 ANNEX 11 : POST BENEFIT DISTRIBUTION APPEAL FORM (SNF-06) ‫جــــــمهــــــــوری اســـالمــــــــــی‬ ‫دافغانســـــــــتان اســـــالمـــــی جمهوریــــــــــــــــت‬ ‫افغــانســـــــــتان‬ ‫ شهیدانو او معلولینـــو وزارت‬،‫ تولنیزو چارو‬،‫دکـار‬ ‫ شهـــــدا‬،‫ اموراجتمـــــــاعی‬،‫وزارت کـار‬ ‫ومعلولین‬ Islamic Republic of Afghanistan Ministry of Labor, Social Affairs, Martyrs and Disabled Safety Net Program Spring Rollout, 2012 Post benefit distribution appeal form (SNF-06) Please report your grievance in relation to your payment using this form. Please submit to: Village Complaint Committee of your village. Province District CDC Date ___/___/13____ Name Father's name: Tazkira No. Reason for Appeal 1 .Payment not received 2. Waited too long 3. Bribe/Bakhshish requested 4. Incorrect amount paid 5. Partial amount paid 6. Other (explain below) Details of complaint: Signature/Thump Date: ___/___/13____ VVC review and action VVC Chairman Comment and signature ___/___/13____ FPs verification FP Social Organizer Comment, verification and ___/___/13____ signature Appeal Accepted Appeal Rejected VVC Chairman Approval Beneficiary Notified after resolution? Yes No Information on complaint to DoLSAMD/DSP/MOLSAMD FP Community team leader Name Signature Date _____/_____/13_______ Afghanistan Social Protection Project, 2012 41 ANNEX 12 :MOU BETWEEN MOLSAMD AND MRRD Memorandum of Understanding Between The Ministry of Labor, Social Affairs, Martyrs and Disabled (MoLSAMD) And The Ministry of Rural Rehabilitation and Development (MRRD) of the Islamic Republic Of Afghanistan Regarding The Pilot Social Safety Net Program Introduction The Ministry of Labor Social Affairs, Martyrs, and Disabled (MOLSAMD) intends to introduce a social safety net program in line with the Social Protection Sector of the Afghanistan National Development Strategy )ANDS(. It will initially do so on a pilot basis under its “Pilot Program to support poor families”. This program will provide cash assistance to specific target groups in selected provinces and districts of the country. Based on the lessons learnt from the Pilot, It is expected that the program subsequently would be scaled up. The implementation of Pilot Program is envisaged to be through the Community Development Councils (CDCs) with support from Facilitating Partners (FPs). Since the Community Development Councils (CDCs) are established by Ministry of Rural Rehabilitation and Development (MRRD) under its National Solidarity Program to strengthen community governance and empower communities, and one of its objectives is that other Government ministries and agencies should also use CDCs for their development projects and programs, MoLSAMD would like to take the benefit of this arrangement. Purpose MoLSAMD and MRRD will cooperate to support poor and vulnerable Afghan families to protect them against risks and to reduce poverty in the country, thereby contributing to overall stabilization efforts and supporting conditions for long-term development in Afghanistan. Therefore, the Ministry of Labor, Social Affairs, Martyrs and Disabled and the Ministry of Rural Rehabilitation and Development of the Islamic Republic of Afghanistan have agreed on the following to reach to their stated purpose. 1. MoLSAMD will use CDCs to implement its Pilot social safety net program. 2. MoLSAMD can use existing CDC accounts opened for Block grants under NSP for disbursing money to CDCs under its social safety net program. Afghanistan Social Protection Project, 2012 42 3. MoLSAMD will establish proper record-keeping, accounting and financial management procedures in consultations with the World Bank. 4. NSP of MRRD will closely work and cooperate with the pilot program of MoLSAMD. 5. MRRD will provide to MoLSAMD information on CDCs bank accounts and any other information as may be required. 6. MRRD will provide to MoLSAMD information on number of CDCs in the country, number families in each CDCs and any other information as may be required for the pilot program. 7. MRRD will provide to MoLSAMD information on its exiting FPs. MoLSAMD will select the best performing FPs based on this information. 8. MoLSAMD will share results and findings of the pilot with MRRD. Effective Date and Term This MOU shall be effective as of the date of the last signature below and shall remain in effect until the anticipated completion date of the pilot program. Amendments This MOU may be amended or modified in writing as agreed by the Participants. H.E Amena Afzali H.E Wais Ahmad Barmak Minister MoLSAMD Minister MRRD Dated: Dated: Afghanistan Social Protection Project, 2012 43 ANNEX 13: FINANCIAL MANAGEMENT RULES AND PROCEDURES 1 INTRODUCTION This section of the manual contains the financial management rules and procedures for the Afghanistan Social Protection Program to Support Poor Families in Afghanistan. The manual will guide MoLSAMD procedures of accounting, reporting and financial management systems. This section will be read with the financial rules of the MOF and WB as well as with the Financial Management Manual of the Project Implementation Plan (PIP) of the Pension Administration & Safety Nets Project supported by IDA grant. It is intended to: • Define the roles and functions for the Program financial accounting and reporting at the Project Coordination Unit (PCU) and the Social Protection Department, MoLSAMD. • Define FM system, accounting, and audits requirements of the Program. • Promote a consistent approach and format for reporting, compatible with the overall financial reporting to the Government and Donors. • Describe procedures etc. which are specific to the Program operations. Accounting/finance staff of the PCU and DSP, MOLSAMD should become familiar with this manual and use it as a reference in all aspects of financial management of the Program. The Program financial management is a process which brings together planning, budgeting, accounting, financial reporting, internal control, auditing, procurement, disbursement, and the physical performance of the Program’s activities with the aim of managing resources to achieve the Program objectives. Sound financial management is critical to implementation and hence the achievement of the desired development objectives. Relevant, reliable and timely financial information provides a basis for better decision-making, improved management of physical and financial resources, and efficient implementation of the Program activities. The Pension Administration & Safety Nets Project is being implemented by PCU with the help of GMU and it has already developed a detailed accounting system consisting of books of entry Cash/bank books, General ledgers, sub ledgers and related financial statements coupled with procedural guidelines and templates. The GMU and PCU finance staff will provide all the support and guidance to the MoLSAMD for implementing the Program. Financial management functions for this Program will be undertaken through the National staff of the PCU and the financial staff of the DSP/DoLSAMD/ MoLSAMD. The Audit function will be performed by the internal audit staff of the Ministry as well as the Control and Audit Office of Afghanistan' as specified under terms of the project, as per provisions set out in PIP of the project. 2 FINANCIAL MANAGEMENT, DISBURSEMENT AND AUDIT 2.1 DESIGNATED ACCOUNT AND FUNDS FLOW A single Designated Account (DA) has been opened at DAB Afghanistan Bank (DAB, Central Bank) for the PASN Project. The Special Disbursement Unit (SDU) in MOF will oversee/manage Safety Net cash grant payments from and new advances/replenishment to this account. Management of funds will follow existing procedures outlined under PIP for PASN Project. As with all public expenditure, all payments under the project will be routed through MOF. In keeping with current practices for other projects in Afghanistan, the DA will be operated by the SDU in the Treasury Department, MOF. Requests for payments from DA funds will be made to the SDU by the FMS/Cashier of PCU. As MoF will not approve separate accounts under the same project, the Afghanistan Social Protection Program will be operated from this single designated account, but the relevant vouchers, receipts, SNF-forms, M-16 and other payments records and supporting documents will be kept separately in DSP, MoLSAMD for the Afghanistan Social Protection Program. Afghanistan Social Protection Project, 2012 44 2.2 ACCOUNTING AND REPORTING The DM of Administration and Finance with assistance of the Project FM unit and the GMU will supervise preparation of supporting documents for expenditures, payment orders (Form M16), approval, and submission of the same to the Treasury Department, MOF. The Department, in turn, will issue a cheque payable to the cash trustee by DAB after verification of supporting documents and approvals on the form. The PCU, MoLSAMD will also ensure that minimal but adequate records of transactions are maintained for the Program and also preparation of the post implementation reports. The Afghanistan Social Protection Program accounts will become part of the Project accounts as consolidated centrally in MOF, through the SDU and supported by the FMA. Consolidated Project Financial Statements will be prepared for all sources and uses of project expenditures. 2.3 DISBURSEMENT METHOD Disbursements from the IDA grant will be made in accordance with the Bank’s Disbursement Guidelines for Projects (May, 2006) and Disbursement Handbook for World Bank Clients. All the payments for the Program will be channeled through the Special Account established for PASN Project. So, all the consolidated payments to the CDCs will be supported through the SDU issue of the transfer order to Mustofiat, DoLSAMD and DAB for transferring of the total approved sum to CDCs through cheques/accounts. 2.4 AUDIT AND FINANCIAL REPORTING The accounts of the Program, as being part of the system of accounts of the PASN Project, will be audited following terms of reference satisfactory to IDA. The audit of the accounts will include an assessment of the: (a) adequacy of the accounting and internal control systems; (b) ability to maintain adequate documentation for transactions; and (c) eligibility of incurred expenditures for IDA financing. The audited annual project financial statements will be submitted to IDA within six months of the close of fiscal year. All agencies involved in implementation and holding records of expenditures would need to retain these records as per the IDA retention policy. Financial Statements and Program Reports will be used for project monitoring and supervision. The reports will be produced based on records kept in Excel spread sheets after due reconciliation to expenditure statements from SDU (as recorded in AFMIS) and bank statements from DAB. 3 PROCESSES AT MOF: FINANCING AND APPROPRIATION This donor funded program will be managed by Aid Coordination Unit (ACU) which is part of the Budget Directorate of the Ministry of Finance. The budget process of any project/program must occur before any SDU payment processes start. Expenditures of the Government of Afghanistan are illegal unless they are appropriated through the Budget Decree. All Development Budget is currently contained in the core table of the budget decree. Funds are appropriated in Discretionary and Non Discretionary categories. 3.1 ALLOTMENT Every project/program management has to prepare and submit allotment request to the Pillar Manager of the Budget directorate of MoF that has to be supported by Contract or Procurement Plan (for advance) and B27 and PCS must be also provided. Upon notification of Budget department for approval of allotment, payment can be processed with the SDU of the treasury department of MoF. Allotments for the Afghanistan Social Protection Program are based on the work plan of the project. As per the current plan, there will be allotment for the fall rollout, 2012 benefit distribution and then for later scale up program, there will be a separate allotment. 3.2 PAYMENT PROCESS AT SDU Afghanistan Social Protection Project, 2012 45 Firstly, the entire payment request of M16 and its attachments will be received at the SDU (step 1 of the diagram-3). Then the Diagram 3. Flow Chart of SDU Processing for Payment requested amount will be reviewed for any errors or shortfall mentioned above, if so, then the request will be rejected or SDU will call for corrective measures (step 2). The request will be verified against the balance of commitment, (step 3), again verification of Coding Block will be done (Step 4). After verification, cheque will be prepared (step 5) and then cheque will be -registered, (step 6) at the bank record book, then the cheque will be registered at the commitment register (step 7), for obtaining the approval or signature of either DM finance for more than USD 50,000 or the director of treasury will sign cheque for lower than US$ 50,000. Finally the cheque will be released to the DAB. SDU of MoF will undertake the following key actions on transferring the requested fund which initially will take three days of time to hand over the payment order to DAB central; (i) Arrival of M16 at SDU. "normally takes one day" (ii) Processing M16 for issuance of payment order which includes acceptance, registration, checking the allotment and project coding in the annual budget decree, printing the cheque, recording M16 to the allotment office, verification of cheque against the supporting documents, filing and request for replenishing if needed. "normally takes two to three days" (iii) Finally issuance of cheque to DAB. "normally takes one/two days" When MoF issues the cheque and hands over to DAB central, then DAB central will take the following action; (i) DAB central will transfer the sum to the concerned Mustofiat. Mustofiat issues cheques to Treasurer, DoLSAMD who encashes the amount of the CDCs from DAB provincial along with the distribution list. Then DoLSAMD provincial office will distribute the sum to the designated CDCs representatives. (ii) CDCs after obtaining the block grants from DoLSAMD will then distribute the benefit amount to the beneficiaries. Afghanistan Social Protection Project, 2012 46 ANNEX 14: NUTRITION & HYGIENE AWARENESS PROGRAM (Alexei Comment: W e need to ask Rachel to revise it so it is updated on the basis of the latest implementation experiences and the concept note.) 1.1 Background Ministry of Labor, Social Affairs, Martyrs and Disabled will scale up “Afghanistan Social Protection Program” in ------ ------- province. The overall aim of the program is to help the poorest and vulnerable families to provide them soft conditional cash to secure subsistence during the spring when the communities tend to suffer from hunger and poverty. Another significant component of the project is to increase awareness among the families about women particular women at child bearing age and their children (less than 2 years old) nutritional status and needs. Community Development Councils (CDCs) and Facilitating Partners (FP) will play an important role in the implementation of the project. Both male and female members of CDCs will assist in gathering and screening eligible families. The Program is designed to last for about four months. There will be three points of contact between the communities and CDCs including project implementation staff. 1.2 IEC Package The minimum package of 7 behaviours listed below will be delivered to the communities. • Promotion of optimal nutrition for women. • Promotion of adequate intake of iron and folic acid and prevention and control of anemia for women and children. • Promotion of adequate intake of iodine by all members of the household. • Promotion of optimal breast feeding during the first six months. • Promotion of optimal complementary feeding starting at 6 months with continued breast feeding to 2 years of age and beyond. • Promotion of optimal nutritional care of sick and severely malnourished children. • Prevention of vitamin A deficiency in women and children. Different messages will be tailored to the needs of male and female members of a family. The primary audience of IEC material is child bearing women and the secondary audience is their husbands, mother in laws and other influential people within communities. Women at child bearing age will be given direct messages about their and their children (including newborns) health. Secondary audience will be targeted to support women at child bearing age to take certain actions. 1.3 Mechanism of delivering messages It is very important to use a mechanism which requires less human efforts and is relatively more effective in delivering the proper message to the audience. The talking book proved to be an effective tool for conveying health messages to illiterate communities. The advantage of this technology is that it can be operated by any person as frequently as possible. The disadvantage is that it requires a power source and proper maintenance. It is recommended we use flip chart (paper or cloth). Since the majority of women are illiterate, it is therefore needed to use pictorial messages and make it as simple as possible. 1.4 Measurement It is important to measure our work against our activities. The measurement will help in tailoring our messages and understanding the weaknesses. It will help us to improve the weaknesses in the next scale up phase. The overall objective of the nutrition and hygiene component is to raise awareness among the families particularly women at child bearing age about their and their children health. A simple questionnaire which is comprised of key behaviour indicators will be administered to Afghanistan Social Protection Project, 2012 47 female gathering during the orientation session. The same questionnaire will be administered in second contact face to face meetings to collect data on the knowledge of the nutrition and hygiene from the mothers and parents. This information will be used for further fine tuning and reemphasis of important and relevant nutrition and hygiene messages. ----------------------------------------------------------------------------------------------------------------------- 1. Nutrition Messages: 1. Promotion of optimal nutrition for women • Pregnant women need to eat a variety of foods, particularly animal products (meat, milk, eggs, etc), plus fruits & vegetables. • Pregnant women need to eat more food than usual rather than decrease their intake. 2. Promotion of adequate intake of iron and folic acid and prevention and control of anemia for women and children • The six-month course of iron/ folic acid tablets can be carried over even after the birth of the baby. • Iron/ folic acid pills are important to prevent anemia and will help to keep you and the new baby healthy. • Liver is also a good food source of iron for pregnant women. • Intestinal worms can cause anemia, which leads to tiredness and poor health. 3. Promotion of adequate intake of iodine by all members of the household • Iodized salt is not available everywhere, but should be used when available. • Pregnant women need to use iodized salt to ensure the health of their new baby. • Add the iodized salt at the end of the cooking. • When you store iodized salt, make sure that it is covered properly. 4. Promotion of optimal breastfeeding during the first six months • The first yellow milk (colostrum) helps to protect the infant from illness. • The first yellow milk )colostrum( is the mother’s natural butter and will help to expel your baby’s first dark stool. • Immediate breastfeeding within one hour of birth will help to expel the placenta and reduce bleeding after delivery. • Pre-lacteal feeds such as sugar water, water, butter, are not necessary and may interfere with establishing good breastfeeding practices during the first days of the baby’s life. • Breast milk provides the best nourishment possible for the baby and will protect the baby from diarrhea and respiratory infections. • Even during very hot weather, breast milk will satisfy the baby’s thirst during the first six months. If the baby takes water and other liquids, the baby will get diarrhea. • Never use a bottle to feed your baby, as these are hard to keep clean and will cause diarrhea. • Frequent breastfeeding helps the milk to flow and ensures your baby grows well. If you think that you don’t have enough milk, increase the breastfeeding frequency and be sure to empty the breast before switching to the other. 5. Promotion of optimal complementary feeding starting at 6 months with continued breastfeeding to 2 years of age and beyond • During the first and second year of life, breast milk is still an important source of nutrients for your baby. • After 6 months of age, continue to breastfeed your child on demand, at least eight times day and night, until two years and beyond to maintain its strength. • Continuing breastfeeding will protect your child from diseases such as diarrhea. Afghanistan Social Protection Project, 2012 48 6. Promotion of optimal nutritional care of sick and severely malnourished children • Increased breastfeeding during illness helps the baby to recover faster and not lose as much weight. • Continue to breastfeed during diarrhea, even breastfeeding more frequently to replace the liquid lost. • Sick mothers can continue to breastfeed their babies. • It is easier for a sick/malnourished child to eat small frequent meals; feed your child foods it likes in small quantities throughout the day. ---------------------------------------------------------------------------------------------------------------- 2. NUTRITION AWARENESS QUESTIONNAIRE FOR MOTHERS AND PARENTS DURING SECOND POINT OF CONTACT WITH BENEFICIARIES INSTRUCTIONS: (READ) I’m going to ask you some specific questions about your health and nutritional messages. Please feel comfortable and answer the questions to the best of your knowledge. Note: All questions in the survey refer to the pregnant women and mothers. QUESTIONS NO. CODING CATEGORIES WHAT SHOULD A PREGNANT WOMEN AT? Q.1 [1] Variety of food [2] Animal products [3] Fruit [4] Vegetables WHAT DO YOU THINK WHAT IS THE BENEFIT OF [1] It prevents anaemia Q.2 IRON TABLETS DURING PREGNANCY? [2] It keeps the mother healthy [3] It keeps the baby healthy [1] It is good for all family members WHAT DO YOU KNOW ABOUT IODIZED SALT? Q.3 [2] Pregnant women should take it to ensure health of her and her baby [3] Iodized salt should be covered properly [4] It should be added to the cooking at the end WHAT ARE THE BENEFITS OF COLOSTRUMS? [1] It protects the baby from illnesses Q.4 [2] It helps expel baby’s first dark stool WHAT DO YOU THINK WHEN A MOTHER SHOULD Q.5 START BREASTFEEDING HER NEWBORN? [[1] During first hour [2] During second hour [3] After first week Afghanistan Social Protection Project, 2012 49 DO YOU THINK A MOTHER SHOULD STOP [0] No Q.6 BREASTFEEDING AFTER 6 MONTHS OF AGE OF [1] Yes HER BABY? [9] Don’t know Q.7 WHAT DO YOU THINK SHOULD A SICK MOTHER [0] No CONTINUE TO BREASTFEED HER BABY? [1] Yes [9] Don’t know Q.8 WHAT DO YOU THINK A SICK BABY SHOULD BE [0] No BREASTFEED MORE FREQUENT? [1] Yes [9] Don’t know Q.9 HAVE YOU ATTENDED THE NUTRITION AND [0] No HYGIENE AWARENESS PROGRAM? [1] Yes Interviewer Name: ______________________________________________________ Date: ______/______/______ (DD/MM/YYYY) Afghanistan Social Protection Project, 2012 50