Ukraine - Coordination Meeting minutes, Kharkiv, 19 May 2026

Content

1. Logistics Cluster Key Updates

Storage and transport services 

• The Logistics Cluster provided an overview of its service delivery. Since the beginning of the year, the Cluster has supported 31 organisations in eastern Ukraine with transport services, delivering to 79 locations and facilitating the movement of 978 metric tons of humanitarian cargo, as well as organising 16 inter‑agency convoys. During the reporting period, convoy operations were primarily conducted in Kharkiv and Donetsk oblasts.
• Regular transport operations included hospital evacuations from eastern regions to safer areas, as well as the delivery of humanitarian assistance (including hygiene kits) to Kharkiv, Zaporizhzhia, and Dnipropetrovsk oblasts. The Cluster also highlighted its cooperation with the Ukrainian Red Cross, which enables the transport of smaller cargo volumes, including partial loads (from approximately 6–7 pallets) using 10‑ and 20‑metric‑ton trucks.
• The Cluster reiterated key operational requirements:
  • A minimum lead time of 72 hours is required to process transport requests; more time may be needed for hard‑to‑reach locations, particularly near the frontline.
  • Accurate consignees contact information is essential, as access constraints can hamper communication for drivers.
  • Proper packaging of cargo remains critical to ensure safe transportation.
• The Cluster noted that delays may occur in high‑risk areas due to limitations faced by commercial transport providers, which may require switching to alternative delivery modalities. In addition to standard convoy operations, an alternative delivery model is used for hard‑to‑reach areas, whereby cargo is consolidated by the Cluster and then transported onward by partner organisations, including using armoured vehicles.
• Regarding storage, the Cluster continues to provide warehouse services in Dnipro and Kharkiv. The Dnipro warehouse has a capacity of approximately 2,500 pallet positions (including both racking and floor storage, and also offers space for oversized cargo in a secure outdoor area. The Kharkiv warehouse has a capacity of up to 1,000 pallet positions (floor storage only). Storage requests must be submitted at least 48 hours in advance, including full information on cargo and delivery details.
• The Logistics Cluster reminded partners of the newly updated Logistics Cluster website, including improved navigation and access to operational information. Partners were encouraged to submit requests through the online Service Request Form (SRF). The Cluster reaffirmed its commitment to providing individual support to partners, including guidance on service requests and system use, to improve efficiency in coordination and service delivery.

TRAINING

• Under capacity‑building activities, the Cluster presented ongoing learning opportunities:
  • Registration is open for the second cohort of the online course on import and customs clearance (in Ukrainian), which will begin 27 May and run for six weeks till 7 July in a flexible, self‑paced format. The registration form will be open till 24 May.
  • The Cluster continues to deliver its Introductory Logistics Cluster Training on a quarterly basis, with the next session planned to take place in Kyiv on 24–25 June. Information on the training and registration will be shared with partners via email distribution lists and WhatsApp groups.
  • Partners were also offered the possibility to arrange warehouse familiarisation visits, providing a practical overview of logistics processes and operations.

2. OCHA Tools for Operations in Frontline Areas

• The OCHA team presented a range of information management tools developed to support humanitarian planning and operations in frontline areas. Initially designed for internal use, these tools are now publicly available and can be used by partners for operational planning, analysis, and reporting. 
• The primary access point for these tools is the ReliefWeb platform, where interactive maps and related products are available. The key tools presented include: 
  • Interactive Ukraine Reference Map (Reference Map Tool) - This tool provides access to up‑to‑date administrative boundaries (oblasts, raions, hromadas, and settlements), including recent name changes. It allows users to: view the frontline and buffer zones (0–50 km) with regular updates; switch between different base maps, including satellite imagery; add custom markers, routes, and areas for planning or presentation purposes; export maps for use in reports and presentations. 
  • P‑code Tool (P‑code Finder) - This tool enables users to identify administrative units through unique location codes (P‑codes) or to find the corresponding code for a given settlement. It supports avoiding duplication of location names; standardising reporting across organisations; ensuring accurate identification of locations in humanitarian datasets. 
  • Frontline Area Classification Tool - This tool is used to determine the classification of communities based on their proximity to the frontline, particularly within the 0–50 km buffer zone. It allows users to view classifications over time (monthly basis); considers both geographic location and population distribution; supports reporting and programme planning, especially for defining areas of intervention. 
• It was emphasized that the administrative boundary datasets provided by OCHA are among the most up‑to‑date and reliable available, which is particularly important for humanitarian organisations given the recent renaming and administrative changes across Ukraine. 
• In case of questions regarding the tools, organisations may contact Oleksandr Shcheglov, Information Management Officer (OCHA) at oleksandr.shcheglov@un.org.

3. AOB

• Humanitarian organisations are invited to share with the Logistics Cluster at ukraine.logisticscluster@wfp.org their experience and logistics challenges they are facing in Ukraine operation.   

   

The date of the next sub-national coordination meeting for eastern oblasts is 18 June in Zaporizhzhia.

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