7.3 UNHCR will establish, in consultation with WFP, an effective monitoring and reporting system for each operation under this MOU, with special attention given to qualitative information on the socio-economic status of beneficiaries as this affects their food needs. The responsibilities of the Government or other implementing partner entrusted with the distribution of WFP food will be set out in the tripartite agreement referred to in paragraph 5.4 in a manner that allows effective programme management and meets WFP's and UNHCR's requirement to account to their donors. This agreement will require the partner entrusted with distribution to report directly to both WFP and UNHCR on the distribution and use of WFP food. UNHCR and WFP field staff will undertake periodic joint monitoring missions at the food distribution sites.
7.4 UNHCR and WFP will seek to have multilateral donors accept the documentation provided to their Executive Committee and Executive Board, respectively, as fulfilment of reporting requirements, instead of requiring donor-specific reporting.
8. COORDINATION
8.1 Close cooperation, and an open and frequent exchange of information and assessments between UNHCR and WFP at the field level are essential. This should also enable the resolution of most actual and potential problems without referring them to headquarters. Regular and structured meetings will be held in the field to review progress and developments, and ensure a coordinated response.
8.2 The UNHCR and WFP country offices, in liaison with the relevant Government authorities as appropriate, will establish food aid coordinating mechanisms that allow regular consultation and exchange of information with multilateral and bilateral donors, the diplomatic community, other United Nations organizations concerned and NGO partners. UNHCR will ensure that the necessary operational coordination mechanisms outside the capital are established in close consultation and with the participation of WFP.
8.3 WFP will share with UNHCR the authorizing documents for assistance under the MOU before they are finalized. Letters of Understanding (LOUs) between WFP and the Government will expressly provide for full access to and monitoring by both organizations of all aspects of the operation covered by the LOU. The need to associate UNHCR formally in a tripartite LOU will be considered jointly on a case-by-case basis.
8.4 WFP and UNHCR will collaborate on public information activities to promote awareness of the food and related needs of beneficiaries, understanding of each organization's role, and support for the work of each organization to address these needs. In all joint operations, WFP and UNHCR will acknowledge the role of the other to both the media and the general public in order to ensure the common goal of donor and host government support. At the field level, there should be adequate visibility for each organization.
8.5 At the headquarters level, coordination on operation-specific matters is the responsibility of the respective operations managers. Joint field missions will be undertaken when warranted by specific situations. Coordination on commodity and resource mobilization issues is the responsibility of respective resource mobilization services. Responsibility for coordination on overall policies and functional issues lies with the Directors of UNHCR's Division of Operational Support and WFP's Operations Department, who will encourage direct contacts among the technical, logistic and programme coordination staff concerned.
8.6 When either UNHCR or WFP is elaborating or developing emergency response capacities, systems and guidelines or taking any other action that could potentially benefit (or duplicate) the work of the other, the responsible unit in the other organization is to be informed and every effort should be made to maximize the benefits to both.
8.7 Each organization will develop and maintain its own training materials for discharging its responsibilities. Joint training courses will be held, with priority given to the field. These courses will focus on cooperation in implementing the provisions of the MOU and on a better understanding of the other organization's responsibilities and constraints. Such courses would normally use the training materials of each organization in combination. In addition, each organization will seek to offer the other places on courses with a more general relevance, such as emergency management training.
