DEC FORM 5 - Phase 1 [Islamic Relief] [Country]

DISASTER RESPONSE PHASE 1

FINAL REPORT (narrative)
The purpose of this submission is to:
● Provide an update on your Phase 1 plan
● Monitor progress against planned outcomes
● Enable reporting to the Trustees
● Provide evidence of the disaster response to public
external audiences as appropriate
To reflect progress as at launch + 4 months

DEC Appeal name Emergency Appeal for People Fleeing Myanmar

Agency name Islamic Relief Worldwide

(Also complete the header boxes please)
Country Bangladesh
(One form per country for multi-country responses)
Agency contact details head office:
● Name Leo Nalugon
● Position Regional Desk Coordinator, IRW
● Telephone +441216220649
● Email Leo.nalugon@irworldwide.org
Agency contact details in country:
● Location of bases Dhaka, Bangladesh
● Name Golam Motasim Billah
● Position Head of Humanitarian Programmes
● Telephone +880-29893458, 8819392
● Email motasim.billah@islamicrelief-bd.org

Please upload this form to: Relevant appeal submission folder on Box tagging
@sarah maynard & @katy bobin & @eppie Nguyen-Xuan
Please upload this form by: Launch + 4 months

Completed by Leo Nalugon

Job title Regional Desk Officer
Reviewed by Haroon Kash
Job title Institutional Partnerships Manager
Date submitted to Secretariat 30 April 2018

Phase 1 - Components Checklist

Before submitting to the Secretariat all components must be included
Component Check?
DEC – Phase Final Report - Narrative ☑
DEC – Phase 1 – Outputs ☑
DEC – Phase 1– Finance ☑
DEC – Phase 1– Risk Register ☑

For multi country responses please provide a form for each country

A. Context analysis and Assessments

-1–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]
1. 1. Detail any changes that have occurred in the nature and scale of humanitarian need since Phase 1 Plan. What
action has your agency taken as a result? If nothing, why not? Consider needs, capacities, risks and context. [up to
500 words]
Since the influx of Rohingya refugees in Cox Bazar, Bangladesh, in August 2017 the nature and scale of humanitarian
needs have changed immensely. With the camp size and population density continuing to increase, there is heightened
pressure on existing infrastructure and services. Ensuring these services and their quality are delivered to meet these
needs is critical.

The demand for nutritious food and support services have increased as refugees have minimal access to a balanced
and diversified diet of proteins, carbohydrates, vegetables, fruit, fats and sugars and dairy products. Where food is
accessible, access to cooking fuel presents a further challenge as many of the surrounding trees have been cut down
to clear space for shelters or for fuel, resulting in increased deforestation and increased risks of flooding and landslides.
There are significant basic and formal education needs in the camp; however the Government of Bangladesh does not
support formal education for the Rohingya children in the camps. Unplanned settlements pose a threat to
communication and transportation needs. Unregulated shelters built with minimal planning for refugees in Ukhia, Cox’s
Bazar, are being built on the sides of hills, posing a serious risk with the incidence of landslides set to increase with the
coming monsoon rains or in the instance of an earthquake. Improved lighting in camps is also required, particularly for
the security of women and children. Access to clean, safe water is still an issue with households requiring water jars to
collect and store water. Refugees have also communicated their need for cash support to increase their purchasing
capacity to meet the nutrition and livelihoods needs of the community.

Islamic Relief Worldwide modified the action accordingly to serve the emerging and changing needs since project
inception in January 2018. In Balukhali MS, Camp 18, 100 solar lights and four mini-grids have been installed to
increase protection of approximately 10,000 vulnerable people following IOM standards. To meet the community’s
WASH needs the project has distributed an additional 1,000 water jars to the originally planned 2,000 at the
recommendation of the Deputy Commissioner (DC) of Cox’s Bazar. The project was able to do so as the costs of water
jars were lower than initially budgeted. Whilst there was, and still is, a significant need for sustainable yet accessible
cooking facilities, the project was unable to deliver the fuel efficient cooking stoves due to restrictions put in place by
the Camp in Charge (CIC) on communal cooking spaces and gas cooking stoves. These restrictions have now been
lifted and Phase II of the BACHA project will set up communal cooking spaces, distributing rice husk bricketts procured
from the host community, which will reduce the strain on the environment, supporting the local economy and host
community livelihoods, whilst providing households with alternative and safer cooking options. Whilst there are
restrictions on formal education, the project addressed the urgent need to provide psychosocial support to women and
children through the establishment of 15 Women and Child Friendly Spaces (WCFS). These spaces offer informal
educational activities in the form of songs, games, sports and other stimulating activities such as drawing and reading
and have reached approximately 750 women and children. In order to meet these needs, WCFS Facilitators were
recruited based on their capacity to speak the Chittagonian language which has similarities to Rohingya enabling
communication to meet the needs of the Rohingya people. It was beyond the scope of the project however, to distribute
food into the camps. The World Food Programme (WFP) is currently the main supplier of food into the camps with
assistance from Oxfam and the Turkish Government. Without prior approval from the NGO Affairs Bureau there are
restrictions on food distribution.

2a) Have you conducted a comprehensive needs assessment since your Phase 1 - Plan Yes ☐
was submitted? No ☒
2b) If applicable, update your assessments findings from your Phase 1 - Plan and any changes to your response plan.
[300 words]
Not Applicable

B. Inclusion
3. 1. Update how you are ensuring the inclusion of any specific vulnerable groups 1 in your programme, refer to groups you
identified in your Phase 1 - Plan. [300 words]
Inclusion of vulnerable groups in project activities was a primary priority of the project, particularly for children, people
with disabilities and women. Establishing 15 Women and Child Friendly Spaces as well as two Health Centres, the

1
This may refer, for example to: women, men, girls, boys, youth, and older persons, as well as persons with disabilities and
specific minority or ethnic groups without any such distinction.
-2–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]
project reached 1,260 children with improved access to psychosocial support and primary health care. Children now
have access to safe spaces for play and informal education. Trained female facilitators conduct daily activities from the
Spaces supporting children and women to process their trauma through counselling, games and activities such as
stretching and breathing exercises to relieve the physical and psychological burden. Working closely with the Centre for
Disability and Development (CDD) – a pioneering organisation working with people living with disabilities (PLWD) in
Bangladesh, the project identified 135 PLWD in the baseline study and reached 65 people with 100 assistive devices
(including physical aids, stretches, wheelchairs, hearing aids, knee braces and glasses). Women’s protection and
inclusion has been central to the BACHA project with 2,504 women receiving primary healthcare support from project
health centers. 4,000 hygiene kits have been distributed and 67 gender-based violence awareness raising sessions
have been conducted with women and adolescent girls. Gender-segregated WASH blocks, including sanitary latrines
and bathing spaces have provided approximately 5,040 women with access to safe hygiene facilities. A total of 17,050
vulnerable people directly benefitted from the project interventions.

2. If there have been any changes to your vulnerability analysis 2 or target groups, please explain this and how you are
ensuring the inclusion of any vulnerable people and communities not detailed in your Phase 1 Plan. [300 words]
Not applicable

C. Programme implementation
1. Are you on track to achieving your DEC appeal disaster response programme outcomes? Add rows as necessary
List your Outcomes below.
These must be the same as the Outcomes in
DEC Phase 1 – Output Table
Add rows as necessary
Improved primary healthcare services of
vulnerable Rohingya refugees
On track? Progress/Variance report
yes / no / Explain reasons for variance against planned progress
ahead and corrective actions being taken to mitigate the
impact for people and communities (max. 150 words
per outcome)
Yes According to the plan, two centers were scheduled to
start from January 2018, but due to the delayed
approval from government authority health centres
activities were started on February 14 and March 21
respectively. As a result, the health centers could only
serve 24 days and could not provide services for a full
three-month period, reaching 2,504 patients only
instead of 12,480 as planned. The provision of basic
health care services will be continued in Phase 2.

Enhanced psycho-support for Rohingya women Yes Due to the delayed start of the operations, only 15
and children Children, Women-Friendly Spaces (CWFS) were
established instead of 25 targeted; only 1,076 children
and women were reached compared to 3000 planned.
This activity will be continued and enhanced in Phase
2.

Improved and accessible WASH and personal Yes Due to the delayed start of the project, only 42 deep
hygiene amongst targeted Rohingya tube wells and 42 WASH blocks installed out of 45
communities planned for each.

Enhanced living conditions of Rohingya Yes This outcome has been partially achieved with the
refugees provision of 65 assistive devices to selected people
with disabilities, distribution of 2000 winter packages
and the installation of 100 solar street lights. Due to the
restriction put in place by the Camp in Charge (CIC),
the project was unable to deliver on communal cooking
spaces and gas cooking stoves and this will now be
done in Phase II as the restrictions has been lifted.

2
Consider the following: vulnerable groups’ control over resources; inequality and /or discrimination; access to assistance;
effects of the crisis; capacities for coping with, responding to, recovering from and preparing for crises; and specific needs.
-3–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]

3. Complete the DEC Phase 1 – Output Table to show what projects have been implemented and progress to date.
- Completed
4. Provide an overall assessment of your programme to date including any major challenges [up to 500 words]
The exodus of Rohingya refugees in 2017-18 has been one of the world’s worst refugee crises in decades and so far in
Bangladesh. The Government of Bangladesh (GoB), donors, NGOs, private organisation and other stakeholders
therefore faced a huge challenge to respond to the mass influx in a coordinated, measured and impartial way. The
GoB has developed systems to ensure transparency and accountability, which has been beneficial to the responding
organisations. However, delays and challenges occurred due to a lack of coordination and inappropriate use of
systems.

Our innovative, inclusive approach to this emergency response has had a positive impact on the refugee population.
The infrastructure activities, particularly the WASH blocks, provided essential, culturally sensitive and inclusive access
to facilities by providing access to water and gender-segregated bathing areas and toilets. The high quality items
distributed to the Rohingya refugees through the project, including blankets and hygiene kits were appreciated by GoB
and, ultimately, the end users. The project was the first to set up sewing machines from the women and child friendly
spaces to enable households to repair clothes as accessibility to new clothes and income is limited within the camps.

The team experienced challenges throughout the implementation of the project. Significant delays caused by the NGO
Affairs Bureau in providing FD7 approval meant that project activities were delayed by 7 weeks, with additional
approval needed by the Home Ministries and the Ministry of Foreign Affairs. This allowed just 1.5 months to complete
all project activities – a challenging and highly pressured environment but one which the project achieved successfully,
delivering high quality non-food items, WASH infrastructure, protection measures and health services for the most
vulnerable refugees. Due to the delayed project start date procurement processes and procedures were highly
constrained with staff working to extremely tight deadlines. The project took appropriate measures to mitigate the
impact through clear lines of communication and adherence to both United Purpose’s and Islamic Relief’s procurement
standards and guidelines.

A lack of coordination amongst site management teams, as well as the geography/topography of the camps made
communication and distribution difficult. There was no distribution centre established under BACHA which meant all
distribution took place from IOM and UNHCR distribution centres with prior approval granted. Government restrictions
on foreign visitors entering the camps caused disruption to project learning, knowledge sharing opportunities and
coordination, with humanitarian response and disaster risk reduction staff from United Purpose Senegambia being
refused entry into Bangladesh and, ultimately, the camps. Due to the urgent requests from CIC, RRRC and site
management authorities, the small project team were required to respond immediately to these requests, which risked
staff burn-out and fatigue.

The threat of the oncoming monsoon season posed a significant challenge. The project established medical centres
and WCFSs using reinforced concrete pillars in order to minimise the damage done during heavy rain and cyclones.
Due to strict regulations against building physical, permanent structures imposed by the Government of Bangladesh,
the design and construction are too weak to withstand strong cyclones and/or landslides. To ensure that basic needs
continue to be met, WASH blocks were constructed alongside delivering awareness raising sessions on improved
WASH practices to sustainably address the long-term needs and threats which are worsened during environmental
disasters.

5. Have there been any changes to your budget and resource allocation? Detail any factors that may influence your
ability to spend the budget in accordance with your response plan. Ensure you have adapted your budget to mitigate
against DEC clawback. [150 words]
100% of the budget from DEC has been spent in accordance with the proposed response plan.

With the approval of the DEC, some WASH and Protection budget lines were altered. These alterations were due to
recommendations provided by the Department of Public Health and Engineering (DPHE), altering unit prices due to
revised costs (i.e. increasing budget for deep-tube well installation and decreasing budget for WASH block
construction). Approval for budget revisions was granted by DEC in February 2018.

-4–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]

D Accountability to affected people

1. 1. Referring to DEC Phase 1 - Plan how you have engaged affected people and communities in design, planning,
implementation, monitoring and evaluation of your programme. [300 words max]
In the planning and designing we have ensured the engagement of affected people through Focus Group Discussions,
transect walks, key informant interviews and semi structured one-to-one interviews. These were conducted over the
course of three direct assessments in the Rohingya camps in October 2017. Targeted vulnerable groups including
women, pregnant and lactating mothers, children, older people, people living with disabilities and host communities
were consulted. Through these assessments, we asked various vulnerable groups about current service delivery,
needs, gaps, where services could be improved and asked for feedback on the programme design.
During implementation we shared the designs of the WASH blocks, Women and Child Friendly Spaces and medical
centers with the Majis (informal Rohingya community leader) who provided feedback into the designs considering
community needs, including the location of doorways and pathways and the need for gender-segregated blocks.
Submitting our plans to the WASH, protection and health sub-sectors, the project followed additional guidance provided
by the RRRC on the appropriate and inclusive location of these spaces.

A Project Implementation Committee (PIC) has been established and is formed by a Maji as well as two Rohingya
women and two Rohingya men. The PICs have been involved in the maintenance, monitoring and management of
project activities during the project and will continue to maintain and manage activities and infrastructure beyond the
lifespan of the project. Project information has been regularly shared with the Maji who in-turn disseminates this
information amongst the community to ensure accountability and transparency.

2. How are you sharing information, including budget and response plans with affected people and communities
especially the most vulnerable and marginalised and how do you know it has been understood. [200 words max]
Regular meetings with the Majis – trusted community leaders – enabled information on project activities and budget to
be disseminated to the local community. The project budget has also been shared with the partners, CIC, RRRC,
District Commissioner (DC), Detective Special Branch (DSB) of police, sectors, sub-sectors and with the refugee
community indirectly through the Majis. Considering the budget and response plans the Majis supported with the
coordination of labour for infrastructural activities.

3. Outline the feedback and complaints mechanisms you have in place, what feedback you are receiving (use graphs /
tables if available), and how you are ensuring these are understood, accessible and used by people and communities
affected by disaster. [200 words max]
A Complaint Response Mechanism (CRM) was set up in the Women and Child Friendly Spaces (WCFS), Health
centre, Field level office as well as a mobile phone CRM system, ensuring that illiterate Rohingya are not excluded from
providing their feedback. Distribution Cards were given to all target project households which included a request
mechanism through a feedback card. We have not received any complaints. The project conducted training sessions
for the Rohingya community on complaints mechanisms in the women and child friendly spaces to ensure individuals
were aware of the procedures. WCFS Facilitators were all women with the capacity to communicate in the Chittagonian
language increasing the likelihood that the Rohingya community felt comfortable to share their complaints and
feedback, building trust between the Rohingya, particularly women and adolescent girls, and the project staff.

4. How are you ensuring that staff (including partners and volunteers) understand and practise the core humanitarian
principles including the Red Cross Code of Conduct? [100 words max]
Islamic Relief Worldwide and United Purpose Bangladesh emergency response teams are highly experienced in
humanitarian situations, and are committed to acting in line with humanitarian principles. United Purpose provided a three
day-long orientation and planning workshop with project staff, which included orientation on (i) Red Cross Code of
Conduct (ii) Sphere Companion Standards (iii) Humanitarian Accountability Partnership (HAP) (iii) Alcohol and Drug
Counselling, Assessment, and Prevention Services and (iv) Core Humanitarian Standard on Quality and Accountability
(CHS). A checklist was prepared on the code of conduct to be followed by all in line with CHS. These checklists are used
by all project monitoring staff on a monthly basis and after each field visit de-briefing session to assess whether the
humanitarian principles are being practised properly. The staff apply the principles in their regular communication with the
beneficiaries, selection of beneficiaries, WASH block installation consideration and as well as CRM implementation.

-5–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]
5a. Did you receive any complaints or concerns about the behaviour of your staff Yes ☐
or volunteers implementing the project (including sexual exploitation and abuse)? No ☒
This includes staff and volunteers of your agency and any partner agency. [max
200 words]

Gender Focal Person connected with local community to ensure gender

mainstreaming at all levels including sexual exploitation and abuse Project staff
trained on organisational policies (GBV, sexual exploitation, child safeguarding,
protection, whistleblowing, etc.)

5b. If yes, how many have you received? Not applicable

5c. Without breaking confidentiality, detail how you have responded to the concerns? [150 words max]
Not Applicable

E. Community resilience & local capacity

1a. Since DEC Phase 1 - Plan have your partners changed? Yes ☐
No ☒
1b. If yes, give partner name in the DEC Phase 1 – Output Table and provide reasons for the change below, detailing
what due diligence has been carried out with this partner. [150 words max]
Not Applicable

2. Update from Phase 1 - Plan any changes to the approaches or activities you are undertaking to strengthen local
resilience, reduce vulnerabilities, promote early recovery and benefit the local economy from your programme? [150
words max]
Not Applicable

3. Update from Phase 1 Plan, how you have utilised and/or strengthened local capacity, including that of partner
organisations. [200 words max]
The project worked with local organisation, the Bangladesh Therapeutic Theatre Institute (BTTI) to train staff and
facilitators on psychosocial first aid, using sport and games as a method of healing. Through training and orientation
sessions the project built the capacity of local partner staff in psychosocial support in humanitarian contexts to ensure
their response mechanisms and activities are holistic and inclusive. The project further strengthened the capacity of
our partners in emergency response methods through five training sessions, which included staff foundation training;
psycho-social training; foundation training on protection, quality and coordination of activities in refugee response
operation; minimum standard for housing in disaster prone areas; and an orientation workshop on organisational
policies and code of conduct to respond appropriately and responsibly in such emergencies. The project also
strengthened local capacities of the host community through the recruitment of skilled and unskilled labour.

F. Technical Standards
1. What challenges have you faced in meeting technical and good practice standards and how have you addressed
these. Please refer to CHS, The Sphere Handbook,  Humanitarian Charter and Minimum Standards in Humanitarian
Response, companion and complimentary standards (LEGS, CPMS, ADCAP, etc.) and the Red Cross Code of
Conduct where relevant [100 words per issue max]
CHALLENGE ACTION
Accessibility and inclusion of the most vulnerable people In line with the Core Humanitarian Standards (CHS), all
was a challenge due to the remote location of the communities and people affected by crisis should receive
allocated site assistance appropriate and relevant to their needs. The
project was conducted in Camp 18 – one of the most
(Core Humanitarian Standards (CHS), all communities remote and hard-to-reach camps of Balukhali MS. To
and people affected by crisis should receive assistance ensure the project beneficiaries received appropriate and
appropriate and relevant to their needs) relevant assistance, the project worked alongside
community Majis to identify and prioritise the most
-6–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]
vulnerable groups, as well as the CIC, RRRC and other
implementing organisations to ensure project activities
were targeted to those most in need.

Women, particularly pregnant and breastfeeding mothers
are at heightened risk and vulnerability and lack access to
safe and dignified spaces.
(Red Cross Code of Conduct and SPHERE, dignity
should be ensured for all affected populations and culture
and customs should be respected)
In line with the Red Cross Code of Conduct and SPHERE,
dignity should be ensured for all affected populations and
culture and customs should be respected. The project
distributed hygiene and dignity kits to women and
provided safe spaces for women to bathe, breastfeed,
rest, socialise, spend time with their children and collect
water safely with access to lighting. After consulting with
the community, women reported feelings of discomfort
collecting water in open spaces and were less likely to do
so if they lacked privacy. Deep tube wells were therefore
constructed in sheltered areas that allowed for some
privacy. WASH blocks and WCFS have also been
constructed as culturally appropriate with gender-
segregated latrines and bathing chambers as well as
private spaces for women.

No complaints were submitted by beneficiaries throughout A training session was conducted for the Rohingya
the project which may suggest an issue with the community on complaints mechanisms to ensure
complaints response mechanism. individuals were aware of the procedures. To build trust
and create a safe environment for complaints and
(Red Cross Code of Conduction states “We hold feedback to be given, the CRM system was established in
ourselves accountable to both those we seek to assist and the Women and Child Friendly Spaces (WCFS). WCFS
those from whom we accept resources” Facilitators were women who had Chittagonian language
skills to ensure communication and a common
(Core Humanitarian Standards states “Communities and understanding was built between the community and
people affected by crisis have access to safe and project facilitators and staff. A mobile phone CRM system
responsive mechanisms to handle complaints” was also established to ensure illiterate Rohingyas were
included and able to share their concerns, feedback and
complaints.
G. Coordination
1. Detail actions, challenges and achievements in coordinating with the humanitarian community including DEC
agencies, local / national government and other stakeholders? [300 words max] 
Actions: Many Government Organisations, NGOs, UN agencies, Clusters, sub-clusters and humanitarian actors are
actively involved in the humanitarian response in camps, which requires significant co-ordination. We coordinated with
the NGO Affairs Bureau to secure relevant authorisations. The project team worked with: the Department of Public
Health and Engineering (DPHE) who are responsible for design and approval of WASH infrastructure and received
regular updates; the Department of Health to approve and authorise the health camp design and medical services
offered; CIC and UN agencies for site management; Global Positioning System (GPS) to determine site allocation and
coordination of activities before gaining final approval from the CIC. Coordination with the local community through the
Majis was established in order to select the beneficiaries, conduct primary identification of infrastructural sites, and
manage distribution and overall camp level coordination.

Challenges: Disruptions were caused by a lack of Site Management cooperation and coordination when establishing
Women and Child Friendly Spaces and WASH blocks. The team ensured transparent and open communication with
Site Management Authorities, Cluster Groups and other (I)NGOs to mitigate this. A focal person was assigned to
manage coordination. Due to a sudden surge in demand for qualified staff with local language, dialect and local
knowledge and skills, recruitment was a challenge due to high levels of competition in Cox’s Bazar.

Achievements: The project team has established an extremely positive relationships with local government, RRRC,
CIC, UN agencies and clusters: CIC has provided approval to extend the intervention including the establishment of the
remaining 10 WCFS’s in camps 12, 19 and 20. The CIC has recommended to take over site management for Camp 19,

-7–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]
however, due to a lack of budget this is not feasible. District Commissioner and the RRRC have preserved the project’s
relief materials as models of best practice, including dignity kits and blankets distributed under the project, which will be
shared with other organisations.

H. Monitoring, evaluation and learning

1.What programme assessments, reviews or learning activities have been completed? Insert rows if required [100
words per activity]
Type of Review Activity3 Date of completed Which stakeholders4 Give details of 2 or 3 key
activity have been involved? findings
Baseline 12th February 2018  Project team  Largest influx of refugees
(data collection)  WCFS Facilitators was in September (about
 Head Maji/sub-Maji 24.4%) and October (about
31st March 2018  Volunteer (host 27.6%). Remaining
(report finalised) community) refugees came scattered
 Rohingya refugees throughout the year.
(project  Most participants aged
beneficiaries) between18-59 were using
unprotected hand-dug well
 Only 21.1% families have
access to separate toilets
for men and women
Regular monitoring visits Conducted  IRW staff  CIC recommended that
throughout the  CIC vocational training for
duration of the project  Site Management elderly women should be
authorities introduced at the WCFSs
 RRRC  As per RRRC
 Special Branch of recommendations there is a
police (SB) heightened need to
 United Purpose increase health centre
management team coverage
 Maji
Activity reports Developed on a  United Purpose  Activity report provided an
weekly basis  Partner staff update of all activities and
throughout the project any challenges faced during
the past week
Partner financial reports Monthly throughout  Partner finance staff  IDF procurement policies
the project were not properly followed
 United Purpose Bangladesh
Finance team followed up
with IDF providing
recommendations for
procurement policies and
guidelines
Programme Evaluation 13th April 2018  IRW  Report not yet finalised
(conducted by IRW)
Internal Audit (conducted by 7th April 2018  UP  Report not finalised
IRB)  IRW  Overall satisfaction with the
project implementation,
procurement procedure and

3
Real time evaluation: internal/external; Review/Evaluation: internal/ external; Other: specify
4
Stakeholders may include: people and communities you are working with, representatives of the communities you are working
with
-8–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]
financial reporting
2. What programme assessments, reviews or learning activities are planned? Insert rows if required [100 words per
activity]

Type of Review Activity5 Date of planned Which stakeholders Give brief details of planned
activity will be involved? scope

District level learning sharing 10th May 2018  GoBSharing success, 

workshop  challenges and overall
INGO
(Cox’s Bazar)  NGOlearning of the project
  Demonstrate best practice
UN agencies
  Preview documentary film
LGI
 produced to share learning
Beneficiaries
Documentary film 23rd April 2018  Film producer
 Share learning of the
 project
Beneficiaries
  Raise awareness of the
United Purpose field
Rohingya refugee crisis
level staff
 Engage external audiences
Post-distribution monitoring 10th May 2018  Beneficiaries  PDM tool development
(PDM)  United Purpose staff  Conduct PDM
 Partner level staff  Staff appraisals
 WCFS Facilitators  PDM report preparation
3.How are you sharing learning amongst peers and other stakeholders involved in the response, including DEC
agencies? [100 words max]
We arranged and participated in weekly and bi-weekly interactive coordination meetings with partners, the District
Commissioner, Camp In Charge, RRRC, DEC agencies, UN agencies, sectors and sub sectors to share project
learning and challenges and to improve coordination within and between implementing partners, agencies and
governmental departments. A monthly Upazila Coordination Meeting attended by project partners provides a platform
for host community representatives to share demands and concerns, enabling the humanitarian community to respond
effectively and appropriately to these requests.

Monthly reports were shared with the full project team, cluster members, and other humanitarian actors including DEC
agencies for regular leaning opportunities and feedback on the project approach. We fed into the 4W reports to ensure
that the response is fully in line with the wider humanitarian response and that learning was adopted and shared
between all actors. Regular engagement with law enforcement and district administration ensured that learning is
exchanged and coordination is ensured.

A documentary film has been completed demonstrating the project activities, successes and challenges which will be
circulated amongst key stakeholders, including the DEC, for shared learning and wider stakeholder engagement.

4. How are you sharing any relevant learning with people affected by crisis [100 words max]
Site management regularly organised meetings with Head Maji and Sub-Maji who attend as representatives of the
Rohingya community. Learning taken from the humanitarian response and project-wise learning has been shared with
the Maji during these meeting who then, in turn, disseminate amongst the wider community. Members of the host
community also regularly attended Upazila Coordination Meetings where information and learning was shared between
both communities.

Project implementing partners shared learning and challenges during weekly and bi-weekly sub-sector meetings
(Protection, WASH and Health sub-sectors) with IOM, UNHCR and UNICEF which informed response-wide learning.
Additionally, regular interactive sessions with Rohingya women from the WCFSs enabled WCFS Facilitators and Field
Facilitators to share learning and information where appropriate and relevant.

5
Real time evaluation: internal/external; Review/Evaluation: internal/ external; Other: specify
-9–
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]
I. Monitoring, evaluation and learning: Unintended impacts
1.How have you identified and respond to unintended impacts in the following areas: people’s safety, access and
dignity, sexual exploitation and abuse, cultural, gender, social and political relationships, livelihoods, the local economy
and the local environment. [300 words max]
Whilst not conducted by project personnel or staff members, various instances concerning peoples’ dignity, sexual
exploitation and abuse, cultural relationships and gender have been reported in the refugee camps. In order to protect
those most vulnerable, we have demonstrated full cooperation with authorities, transparency at all times and have
taken necessary action, for example disallowing contractors to stay in camps overnight. All facilitators engaging with
women and children at the Women and Child Friendly Spaces were women, and all staff including partners’ staff
underwent a thorough training session on our global and national policies on Protection of Children and Vulnerable
Adults, Bribery, Conflict of Interest, Confidentiality, Fraud, Data Protection, Health And Safety, and Grievance And
Disciplinary Policies and Whistleblowing as well as relevant codes of conduct (Red Cross, CHS, SPHERE, HAP etc.).
IRW and UP ensured that all staff and the staff of our partners are familiar with and understand each policy through a
process of sharing, systematic training and mentoring. We provided them with tools and templates and with protocols
and codes of conduct that guide the appropriate application of the policies. We regularly reviewed and analysed the
way our partners are implementing projects to assess their adherence to our policy standards.

Regular direct monitoring, consultation with beneficiaries, feedback boxes, space session feedback sheets, joint
monitoring visits, interviews and focus group discussions served to identify and address any unintended impacts.

2.Update DEC Form 4 - Risk Register if risks or controls have changed from Phase 1 Plan, detailing internal and
external risks to your response. Updated

J. Recommendations for DEC

6. What could the DEC do differently to ensure and support more effective, timely and relevant programming?
Coordination between DEC implementing agencies should be improved to reduce overlaps, share learning and improve
advocacy amongst implementing organisations. In Phase II the project will allocate funds for host community-level
activities. Timely and coordinated approval from the DEC is required.

K. Give full versions of any acronyms used in this form or the DEC Form 2 – Phase 1 – Output Table
HAP Humanitarian Accountability Partnerships
INGO International Non-Governmental Organisations
NGO Non-Governmental Organisations
ISCG Inter Sector Coordination Group
WASH Water Sanitation and Hygiene
PWD Person with Disabilities
4W What, Where, Why, When
UP United Purpose
IDF Integrated Development Foundation
SMKK Sheba Manab Kallyan Kendra
FD7 Foreign Donation Seven
NGOAB NGO Affairs Bureau
DC Deputy Commissioner
RRRC Refugee Relief & Repatriation Commissioner
CIC Camp-in-charge

Please respond to the following questions by 21/5/18 10am

Section Issue
You have noted that no complaints were received in phase 1. What type of
CRM was set up in the WCFS? What method of feedback was required?
Were refugees consulted on their preferred methods of feedback?
- 10 –
DEC Form 5_Phase 1 Final Report
March 2018
 DEC FORM 5 - Phase 1 [Islamic Relief] [Country]

Agency Response A complaint box was set up including putting the phone number of the
designated hotline so that people can make a written or verbal complaint. As
many people are illiterate, the women that visit the spaces of the complaints
procedure were informed as well as the majhi and wider community but it
was found that people were hesitant to make a complaint due to literacy and
because they were not accustomed to being asked for feedback. A register
book is established for maintaining complaints.  It was found that refugees
prefer to provide verbal feedback and submit complaints during face to face
consultation at CIC bi-monthly meetings organized at camp level. The
participants of the meetings are CIC, GO, NGO, INGO and Rohingya Majhi
and beneficiaries. In these meetings - where project staff actively attend –
there were no direct complaints in relation to our intervention were received
or observed but general feedback from the community. Recently, during face
to face consultation, some Majhis requested that more medicine items in the
health camps should be provided and this has been noted since phase 1
report was submitted and is currently being actioned. In Phase II we want to
do more to increase confidence among Rohingya people to make
complaints and would like our beneficiaries to practice using the complaints
mechanisms.
D.

Agency Response

Agency Response

Agency Response

Agency Response
Feedback summary
Agency Response

- 11 –
DEC Form 5_Phase 1 Final Report
March 2018