PURPOSE OF THE POSITION
The Cash Distributor will support the safe, transparent, timely, and accountable distribution of cash assistance to eligible households under COAR’s Humanitarian Assistance and Support for Early Recovery and Resilience for Displaced Afghans project in Kandahar and Herat provinces. The position is responsible for preparing distribution activities, verifying recipients against approved beneficiary lists, supporting orderly distribution, maintaining accurate payment records, and reporting discrepancies or complaints. The Cash Distributor must protect beneficiary dignity and confidentiality, follow approved cash-transfer procedures, and ensure that assistance is provided in full without unauthorized deductions, favouritism, or exchange for money, gifts, or Favors.
DUTIES AND RESPONSIBILITIES
1. Primary Responsibilities
• Prepare distribution materials, beneficiary lists, payment forms, receipts, registers, tokens, and other approved documents before each distribution, in line with NRC and donor-approved procedures.
• Verify each recipient’s identity and eligibility against the approved beneficiary list and required identification or verification procedures before payment.
• Provide the approved cash-assistance amount to the correct eligible recipient, following the project’s authorization, cash-handling, and dual-control procedures.
• Explain the distribution process, approved assistance amount, recipient responsibilities, and available feedback or complaints channels in a clear and respectful manner.
• Promote safe, accessible, and dignified access for women, older people, persons with disabilities, and other recipients who may need assistance; coordinate female-staff support where appropriate.
• Do not make payments to unauthorized persons or release funds without the required verification and approval; refer exceptions to the designated supervisor.
2. Technical Support and Expertise
• Use only approved distribution lists, payment sheets, receipts, and cash-distribution procedures; do not add, remove, or substitute recipients without written authorization from the designated supervisor.
• Obtain the required recipient signature, thumbprint, or other approved proof of receipt, and ensure each payment is recorded accurately and legibly.
• Check names, identification details, payment amounts, and recipient records; flag duplicate entries, missing documents, disputed identities, or other discrepancies for supervisor review before proceeding.
• Keep cash, payment records, beneficiary information, and supporting documents secure at all times; share them only with authorized personnel.
• Immediately report shortages, excess cash, suspected fraud, attempted interference, security concerns, or any mismatch between funds and payment records.
3. Coordination and Collaboration
• Coordinate with the line manager, project team, finance team, payment-service provider where applicable, community representatives, and distribution-site staff to organize distribution schedules and safe access.
• Treat all recipients fairly and respectfully, maintain orderly queues, and support reasonable arrangements for people with disabilities, older people, pregnant women, and other people requiring assistance.
• Communicate that beneficiary selection and assistance amounts are determined through approved project procedures and NRC/donor criteria; do not make promises or change eligibility decisions.
• Help set up and close the distribution site, manage recipient flow, protect privacy, and follow site safety and crowd-management instructions.
4. Monitoring and Reporting
• Maintain a daily distribution register showing recipients served, amounts paid, unsuccessful or deferred payments, and any exceptions, using approved forms.
• Reconcile cash received, cash paid, balances, and payment records with the supervisor or authorized finance staff at the end of each distribution; obtain confirmation of the reconciliation.
• Submit signed payment sheets, receipts, reconciliation records, and distribution reports within the required timeline and in accordance with NRC/donor documentation requirements; promptly report complaints, protection concerns, suspected fraud, or safeguarding incidents.
• Support post-distribution monitoring, spot checks, audits, and follow-up verification when requested by the project, finance, or MEAL team.
5. Adherence to Policies, Safeguarding and Accountability
• Comply with COAR policies, financial procedures, cash-handling rules, the staff Code of Conduct, and applicable project, NRC, and donor requirements.
• Uphold safeguarding, Prevention of Sexual Exploitation and Abuse (PSEA), confidentiality, inclusion, and do-no-harm principles throughout distribution.
• Treat all recipients equally and without discrimination based on gender, age, disability, displacement status, ethnicity, or social background.
• Never request or accept fees, deductions, gifts, or favors from recipients; distribute the full approved amount and report any request for unofficial payment.
• Protect recipient data and payment information and disclose it only to authorized personnel for legitimate project purposes.
6. Other Duties
• Participate in training on cash-distribution procedures, financial accountability, beneficiary verification, safeguarding, complaints handling, and data protection.
• Use cash, equipment, forms, and other project resources responsibly and maintain the security of all assigned materials.
• Perform other reasonable, job-related duties assigned by the line manager that are consistent with the position and project scope.
