Logistics and Reporting Assistant

The WHO Country Office in Ukraine was established in 1994 to support the country’s sustainable health development. The WHO team in Ukraine consists of around 50 professionals who provide technical expertise and build national capacity on health-related matters. The priorities for the Country Office are set out in the biennial collaborative agreement between WHO/Europe and Ukraine. The Office implements the agreement in close collaboration with national institutions and international partner agencies.

World Health Organization Ukraine - the WHO Country Office in Ukraine was established in June 1994 to support the country’s sustainable health development. The WHO team in Ukraine consists of around 300 professionals who provide technical expertise on health-related matters and build national capacity through policy dialogues, strategic support, technical assistance, service delivery to fill gaps during emergencies, and adaptation of global norms and standards to the national context. The organization aims to maintain the resilience of Ukraine’s health system amid the war while continuing the reform agenda and moving towards the health system recovery. The WHO Ukraine Country Cooperation

Strategy for 2024-2030 focuses on three key priorities: ensuring access to universal quality health services for all, regardless of ability to pay, preventing and reducing major health risks, and building robust institutions. Home (who.int)
In the context of the WHO Health Emergencies Program (WHE) and its Incident Management System (IMS), the Operations Support and Logistics (OSL) team provides essential support to ensure the timely and effective delivery of health commodities, equipment, and services to populations affected
by the ongoing emergency in Ukraine.

The OSL unit manages all aspects of the supply chain, including procurement, customs clearance, warehousing, distribution, and reporting. To enhance efficiency and data quality, WHO requires dedicated support for upstream logistics activities, reporting to national authorities, and data management across multiple systems.

Reporting to the OSL Lead Customs Clearance Officer, and under the overall guidance of the Incident Manager and the Head of WHO Country Office, the incumbent is a member of the OSL team. The position requires close collaboration with OSL team members and supporting them in their exchanges with WHO logistics partners, service providers, and relevant government counterparts such as the Ministry of Social Policy (MSP) and the Kyiv City State Administration (KMDA).

A. Support to Upstream Logistics and Reporting

• Provide timely and proactive assistance to the Logistics Officer in managing upstream logistics operations and official reporting tasks, including those related to KMDA and MSP.
• Support the preparation, consolidation, and submission of official reports to relevant authorities, ensuring accuracy, compliance with WHO procedures, and adherence to reporting timelines.
• Maintain organized and up-to-date documentation, including proper filing of all correspondence, reports, and records shared with MSP, KMDA, and other partners.

B. Data Entry and System Management

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

C. Distribution Data Support

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

D. Other Duties

• Provide general administrative and logistical support to the OSL team as required.
• During deployment, the duty station and assigned responsibilities may change based on the technical and operational needs of the Organization.