Logistics and Reporting Assistant

Mission and objectives

The WHO Country Office in Ukraine was established in 1994 to support the country’s sustainable health development. The WHO team in Ukraine provides technical expertise and helps build national capacity on health-related matters. The Country Office works within the framework of a biennial collaborative agreement between WHO/Europe and Ukraine, implemented in close cooperation with national institutions and international partners.

Context

The WHO Country Office in Ukraine supports the resilience and recovery of the national health system in the context of the ongoing war. The WHO team of around 300 professionals works through policy dialogue, strategic and technical support, emergency response and the adaptation of global norms and standards to the national context.

The WHO Ukraine Country Cooperation Strategy for 2024–2030 focuses on three priorities:

• ensuring access to universal, quality health services for all, regardless of ability to pay;
• preventing and reducing major health risks;
• building robust and resilient health institutions.

Within the WHO Health Emergencies Programme (WHE) and its Incident Management System (IMS), the Operations Support and Logistics (OSL) team ensures the timely and effective delivery of health commodities, equipment and services to people affected by the emergency in Ukraine. The OSL unit manages the full supply chain, including procurement, customs clearance, warehousing, distribution and reporting.

To strengthen efficiency and data quality, WHO is seeking a Logistics and Reporting Assistant (National UN Youth Volunteer) to support upstream logistics, reporting to national authorities, and data management across multiple systems and portals.

Key responsibilities

Under the supervision of the OSL Lead Customs Clearance Officer, and overall guidance of the Incident Manager and Head of WHO Country Office, the Logistics and Reporting Assistant will:

Support upstream logistics and reporting

• Assist the Logistics Officer in managing upstream logistics operations and related reporting tasks, including those for Kyiv City State Administration (KMDA) and the Ministry of Social Policy (MSP).
• Support the preparation, consolidation and submission of official reports to national authorities, ensuring accuracy, compliance with WHO procedures and adherence to reporting deadlines.
• Maintain well-organised and up-to-date documentation, including filing of correspondence, reports and records shared with MSP, KMDA and other partners.

Data entry and system management

• Enter, verify and maintain data from warehouse and logistics systems in the MSP Humanitarian Aid Distribution Portal, ensuring completeness, accuracy and consistency.
• Regularly cross-check and reconcile data between internal WHO systems and external databases, identifying and correcting discrepancies.

Distribution data support

• Maintain and update the distribution database on a monthly basis, ensuring all dispatched and received consignments are properly recorded.
• Assist in compiling monthly distribution summaries and simple dashboards for internal use and external reporting to partners and authorities.
• Follow up with third-party warehouse and transport service providers to ensure timely return of shipping documents, including signed Donation Agreements.
• Manage archives related to inbound and outbound shipments, ensuring tracking sheets, databases and reporting tools are regularly updated.

Other duties

• Provide general administrative and logistical support to the OSL team as required.
• Be prepared for adjustments to duty station and assigned responsibilities in line with WHO’s operational needs.

Requirements

• Bachelor’s degree in logistics, computer science, supply chain management, business administration or a related field.
• At least 1 month of relevant experience in logistics, supply management, administration, data management or a related area (internships, traineeships and volunteer experience can be considered).
• Fluency in Ukrainian and working knowledge of English.
• Strong organisational and data management skills, with high attention to detail and accuracy.
• Proficiency in MS Excel, databases and online reporting systems.
• Familiarity with logistics or ERP systems is an asset.
• Knowledge of WHO/UN logistics procedures is an advantage.
• Ability to work effectively under tight deadlines and in a fast-paced emergency context.
• Strong interpersonal and communication skills; ability to work in a multicultural team and liaise with external partners.
• Demonstrated cultural and social sensitivity and ability to work in a diverse environment.

Allowances

• Volunteer Living Allowance (VLA): USD 1,270 per month (in UAH equivalent) to cover housing, utilities and normal living expenses. This includes Well-Being Differentials applicable while duty stations in Ukraine are classified as “E” hardship by ICSC.
• Entry lump sum: USD 400 (one-time payment at the beginning of the assignment).

Medical and life insurance

• Medical insurance for the UN Volunteer and eligible dependants provided by UNV from the commencement of service until one month after the end of the contract.
• Life insurance coverage for the duration of the assignment, with a lump-sum benefit to designated beneficiaries in case of death in service.

Leave entitlements

• Annual leave: 2.5 days per completed month of assignment (up to 30 days may be carried over within the same assignment if extended).
• Learning leave: Up to 10 working days of Learning Leave per 12 months of assignment, subject to supervisor approval and service requirements.
• Certified sick leave: Up to 30 days per 12-month cycle.
• Uncertified sick leave: Up to 7 working days per calendar year.

Volunteerism is understood as a voluntary contribution to the public good, where financial benefits are not the primary motivation.