Ration, management of a stock shortage and reconciliation of distributions

Full ration: sorghum 400 × 3.35 = 1,340; pulses 60 × 3.35 = 201; oil 25 × 8.85 = 221.25; CSB+ 50 × 3.8 = 190; total 1,952 kcal, i.e. 93% of the requirement.

Reduced ration: 300 × 3.35 = 1,005; 50 × 3.35 = 167.5; 20 × 8.85 = 177; total 1,350 kcal (1,349.5), i.e. 64%.

The reduced ration also removes the fortified flour, a source of micronutrients, which mainly affects young children and pregnant or breastfeeding women.

Full ration (18,400 people × 30 days): sorghum 220.8 t; pulses 33.12 t; oil 13.8 t; CSB+ 27.6 t; salt 2.76 t. Coverage: sorghum 1.72 months; pulses 2.11; oil 2.17; CSB+ 0.72; salt 3.6. Sorghum runs out after about 7 weeks, before the new arrival.

Reduced ration: sorghum 165.6 t (2.29 months); pulses 27.6 t (2.54); oil 11.04 t (2.72); salt 2.76 t (3.6). The stock covers about 9.8 weeks, i.e. until the new arrival, with a very small margin.

Recommendation: apply the reduced ration only if no other solution exists (loan from another actor, local purchase, complementary cash transfer), and for a limited, announced period. Reserve the CSB+ (20 t) for a targeted distribution to children aged 6 to 23 months and pregnant or breastfeeding women. Strengthen nutrition surveillance and alert the donor and the food security cluster immediately.

The quantity received corresponds everywhere to beneficiaries × 12 kg. Unexplained difference is zero everywhere except: Ngouboua 1,200 kg (100 rations; only 87.5% of the planned quantity distributed), Fourkoulom 840 kg (70 rations, in addition to 120 kg of reported losses) and Kiskawa 60 kg (5 rations).

Totals: received 220,800 kg; distributed 217,980 kg (98.7%); returns 480 kg; losses 240 kg (0.1%); unexplained difference 2,100 kg (0.95% of the quantity received).

Actions: ask the two sites for the signed or thumbprinted lists and the return notes; physical count of the stock remaining on site; interviews with the distribution committee and absent beneficiaries (are their rations kept or distributed to others?); report to the project manager and logistics according to the loss and fraud management procedure, without accusing anyone; recall that any balance must be returned to the warehouse with a signed note on the same day.

• The ration is reduced because of a supply delay, not because of a decision against the community.
• What the new ration contains (sorghum 9 kg, pulses 1.5 kg, oil 0.6 kg, salt 0.15 kg per person per month) and what is removed (the fortified flour, reserved for young children and pregnant or breastfeeding women).
• The planned duration (until the next arrival, about 2 months) and the promise to inform people of any change.
• The number of beneficiaries does not change: no one is removed from the list.
• The channels for asking questions or complaining, and the prohibition of any payment or favour in return for receiving assistance.