IDRF

GUIDE
IDRF GUIDE

Assalamu alaikum warahmatullahi wabarakatuhu Imams

and Mualimahs,
We are excited to announce that IDRF Canada (International Development and
Relief Foundation) has partnered with the IDP (Imam Development Program) for
the Ramadan Distribution Project with our Imams and Muallimah’s.
We have prepared a guide to assist you through this to ensure you are able to
carry out all tasks with utmost care, attention to detail and fulfill this amanah(trust).

Please follow this guide step by step: -

1. There are a few phases for the implementation of this project and you, the
Imam/Muallimah, have a few tasks to complete for the distribution to be
successful. The phases are:
• Beneficiary selection and Pre-Assessment Form completion: In this phase
of the distribution Imams are required to provide the details for beneficiaries
in their community based on the criteria shared in this document. The
Imam/Mualimah will also need to fill in a Pre-Assessment form to be
shared on the 1st March
• Food Hamper phase: In this phase the Imam will have to purchase the
items for the hamper and arrange for the delivery to the site of distribution.
• Distribution phase: This phase outlines the processes and protocols the
Imams will need to follow on the day of distribution.
• Feedback and Reporting phase: The most vital part of the distributions.
This is all the feedback and reporting Imams MUST submit or else face
some serious repercussions.

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2. Each phase has it own set of instructions, rules and guidelines. Pay careful
attention and ensure all have been followed.

3. Every Imam and Muallimah should make their submissions on time and not
cause any delays to the process to ensure we don’t have any delays.

4. Non-compliance will result in you not being able to qualify for any distribution
projects with the IDP in future.

Beneficiary Selection and Pre-Assessment form

completion:
Beneficiary Selection:
• Selection of beneficiaries should be based on the following criterion:
1. Households headed by vulnerable populations (women, single women,
elderly individuals, and people with disabilities).
2. Households living below the national poverty index.
3. Households affected by recent disasters, such as floods or harsh winters.
4. Households from marginalised communities or ethnic groups.
5. Households with pregnant and/or breastfeeding women.
6. Households with elderly members.
7. Households with people with disabilities.
8. Orphaned or abandoned children.
9. Households where women serve as the primary breadwinners.
10. Households with limited food stock.
11. Internally Displaced Persons.
12. Refugee households.
13. General condition of residence: dilapidated, habitable, or good.
14. Households affected by disasters.

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• Once selected and confirmed, issue a token to each recipient. Only token
holders will receive packs on the distribution date.

Pre-assessment form:
• You will receive a form to be filled with information about the recipients of the
food packs.
• This form details the household and the number of beneficiaries. Please
ensure the information is accurate as recipients will be contacted.

Food Hamper Phase:

• The value of each hamper is R1000.00.
• Breakdown of Items to be in the hamper:
Mealie meal 10KG
Cooking oil 2L
Flour 8kg
Milk Powder 6x1l
Oats 2kg
Rice 8kg
Salt 1kg
Sugar 2kg
Sugar beans
Tea 250g
Biscuits 150g
Juice 2l
• You are responsible for purchasing the items and arranging delivery to your
site/location.
• Set aside one hamper for you and your family, ensuring your details are on
the pre-assessment form.

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• Try your best to stick to the budget of R1000 per hamper - if you want to add
additional items at your own expense, no problem! However the IDP will not
reimburse you for additional items.
• If your parcel value falls below R1000.00, you have two options:
1. Add on other items to the pack to reach R1000.00 eg. Biscuits, porridge,
vegetables etc.
2. Pay the shortfall to IDP.
• Keep all receipts and invoices for the items purchased. Failure to produce
them may result in reimbursement liability. Example Imam Cheese bought the
hamper items from 7 different stores. That means Imam Cheese needs to
have 7 receipts. If the shop does not have a receipt system, you write it down
and the shop keeper must sign with his contact number.
• Payments to Imams and purchasing items:
• Payments will be made into the accounts of the Imams from the 1st of
March
• Imams will paid a R1000 for every hamper eg. If you are designated 14
hampers you will receive R14,000.00 in your account
• Please keep all receipts and invoices when making payments for the
hamper items.
• Imams will need to purchase all the items on the list before the distribution
day.
• You will have from receiving payment till before Ramadan commences to
get all the items i.e: From the 1st of March - 10 of March

Distribution Phase:
• Distribution will take place in the first 2 weeks of Ramadan to ensure community
members have food during the blessed month. Distributions are to take place
from the 12 March - 19 March.

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• Things to remember during the distribution process:

1. The recipients are to receive a token to be eligible to collect a hamper on
the day of distribution.
2. Keep a register of all those that collected on distribution day.
3. Imams to make a suggestion box and to encourage recipients to answer
questions about the distribution and the packs.
4. All items are to be packaged in a box for distribution. A sticker will also
need to be printed and displayed correctly.
5. Make sure the layout of the boxes are spaced out evenly and displayed
in an appealing manner.
6. Please ensure that there is order and proper conduct is maintained
during the distribution.
7. Imam is to record and problems or issues faced during the distribution.
8. Please ensure that the pictures and videos that are taken are clear and
well framed.

Feedback and Reporting Phase:

• Imams must submit certain documents to keep the team updated and account
for all activities and payments.
• Required reports include:
1. Pre-assessment form submission (29 Feb - 6 March)
2. Distribution day register (12 March - 19 March)
3. Invoices and slips for all purchases(1 March - 11 March)
4. Pictures and video submissions (12 March - 26 March)
5. Suggestion box information (12 March - 19 March)
6. Interviews/feedback after Ramadan. (25 April - 28 April)

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How your pictures should be submitted:

Receipts and Invoices:

Images and Pictures:

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We hope these guidelines clarify your responsibilities and ensure the success of
the Ramadan Distribution initiative. If there are any issues during the purchasing
process, please contact Mohammed Kader at +27 64 751 2090.
Warm regards

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