October 30, 2025, at Osvitoria Hub, the Anti-Corruption Center MEZHA organized an expert discussion titled “Improving Humanitarian Aid Distribution Procedures in Communities”.
The discussion was based on a study conducted by the MEZHA Anti-Corruption Center team on how communities organize the processes of receiving and distributing humanitarian aid to ensure its transparent, timely, and fair allocation and accounting.
The event brought together representatives of the State Audit Service of Ukraine, the All-Ukrainian Association of United Territorial Communities, local self-government bodies, experts, and leading civil society organizations. The meeting was held under the Chatham House Rule.
This event was made possible with the financial support of the Czech organization People in Need, within the SOS Ukraine initiative.
KEY RESULTS
The large volumes of humanitarian aid arriving in Ukraine face risks of inefficient or improper use, as well as cases of resale. According to the Office of the Prosecutor General, as of January 2025, since the beginning of the full-scale invasion, pre-trial investigations have been launched in 680 criminal cases involving unlawful actions related to humanitarian aid (under Article 201-2 Illegal use of humanitarian aid, charitable donations, or gratuitous assistance for profit).
A transparent and understandable process for providing humanitarian aid to everyone in need is crucial for maintaining public trust between authorities and communities. When people see that aid is distributed fairly and according to actual needs, it strengthens the sense of solidarity and confidence in local authorities. Conversely, opacity or favoritism in distribution can undermine trust and the credibility of local governance.
The procedures for receiving and distributing humanitarian aid often remain unregulated. Local self-government bodies are authorized to adopt internal regulations governing their activities to establish clear legal frameworks for their work, and such a sensitive area as humanitarian aid distribution during martial law is no exception. The adopted procedures should define the rights and responsibilities of officials (and specific bodies) involved in receiving and distributing aid; set the order of priority for beneficiaries; outline the application process and mechanisms for collecting needs; and establish requirements for recordkeeping and reporting systems.
The political will of community leadership plays a crucial role in establishing transparent processes for distributing humanitarian aid. National legislation mainly regulates the basic principles and requirements for humanitarian aid, including its import procedures and reporting obligations. However, internal community-level procedures determine how aid is distributed to final recipients on the ground. The law does not require the adoption of specific local regulations that define clear algorithms for receiving and distributing humanitarian aid. Therefore, the decision to formalize or not to formalize such procedures ultimately depends on the political will of local authorities.
By its nature, humanitarian aid is meant to address the urgent needs of those affected during critical situations, which should be considered when formalizing distribution procedures. It is important to maintain a balance between decision-making speed and transparency. Excessive bureaucracy can delay aid for those who need it most, while a complete lack of rules creates risks of misuse.
Collaboration with civil society organizations and charitable foundations can serve as a valuable model for local authorities on how to organize effective control and reporting processes. Organizations that operate based on grants from international partners adhere to high standards in process management, planning, and donor reporting. They have well-developed systems for control, monitoring, and evaluation. This experience can be beneficial for local self-government bodies, which can adopt similar practices to enhance accountability and strengthen community trust.
