Inspection of Embassy Nairobi, Kenya

ISP-I-12-38A
    Report Contents
    SBU
    Unclassified
    Category
    Locations
    Bureaus/Offices
    Recommendation Number
    1
    Closed Implemented

    Embassy Nairobi, in coordination with the Bureau of African Affairs, should determine the status of the mission essential task exercise relative to the Departmentmandated Mission Resource Request.

    Recommendation Number
    2
    Closed Implemented

    Embassy Nairobi should implement a system for the daily screening of classified front channel messages, including action items and messages of relevance to Kenyan and U.S. interests in the region, and provide these to the Ambassador.

    Recommendation Number
    3
    Closed Implemented

    Embassy Nairobi, in coordination with the Somalia Unit and the Bureau of African Affairs, should convene a working group on Kenyan engagement and interests in Somalia that would include representatives of the Somalia Unit and appropriate elements of Embassy Nairobi, including the Defense attaché office, and would focus on enhancing collaborative activities between the two missions.

    Recommendation Number
    4
    Closed Implemented

    Embassy Nairobi, in coordination with the Bureau of African Affairs, should consult with Washington agencies to develop a political reporting plan that contains specific reports, deadlines, and individual staff responsibilities.

    Recommendation Number
    5
    Closed Implemented

    Embassy Nairobi should, in coordination with the Bureau of Democracy, Human Rights, and Labor, implement Leahy vetting procedures that meet the Department’s requirements.

    Recommendation Number
    6
    Closed Implemented $157,628

    The Bureau of Human Resources, in coordination with Embassy Nairobi, should eliminate the Kiswahili language requirement for the political-military officer position.

    Recommendation Number
    7
    Closed Acceptable Alternative

    The Bureau of Human Resources, in coordination with the Bureau of Democracy, Human Rights, and Labor, the Bureau of African Affairs, and Embassy Nairobi, should reclassify the labor officer position as an economic-labor officer position without the regional designation.

    Recommendation Number
    8
    Closed Acceptable Alternative

    Embassy Nairobi, in coordination with the Somalia Unit, should seek the necessary approvals from the Bureaus of Human Resources, International Organization Affairs, and African Affairs, for the next officer assigned to position 92-001552 to rotate into the Somalia Unit during his or her assignment.

    Recommendation Number
    9
    Closed Implemented

    Embassy Nairobi should request that the Government of Kenya furnish transparent and complete reporting of its financial support for the country’s national HIV/AIDS response programs.

    Recommendation Number
    10
    Closed Implemented

    Embassy Nairobi should report annually to the Department of State on the Government of Kenya’s financial performance against commitments set down in the partnership framework implementation plan.

    Recommendation Number
    11
    Closed Implemented

    Embassy Nairobi, in coordination with the Office of the U.S. Global AIDS Coordinator and Office of the Executive Director for the Global Health Initiative, should clarify the status of the Let’s Live campaign, including its relation to the Global Health Initiative, and issue programming guidance to staff with the necessary interagency approvals.

    Recommendation Number
    12
    Closed Implemented

    Embassy Nairobi should institute regular meetings of sections and agencies conducting assistance activities to discuss communications strategy and ways to highlight U.S. activities in Kenya.

    Recommendation Number
    13
    Closed Implemented

    Embassy Nairobi should implement a strategy to integrate the Ambassador more closely into public diplomacy activities to promote U.S. policy and publicize U.S. assistance.

    Recommendation Number
    14
    Closed Implemented

    Embassy Nairobi should implement a social media strategy that focuses its efforts on a more limited number of sites that the embassy has a capacity to update and maintain.

    Recommendation Number
    15
    Closed Implemented

    Embassy Nairobi should register all of its social media sites in the Information Technology Asset Baseline and include terms of use on the sites.

    Recommendation Number
    16
    Closed Implemented $78,662

    The Bureau of Human Resources, in coordination with the Bureau of International Information Programs and Embassy Nairobi, should eliminate the 2/2 French language designation for the regional information resource officer position in Nairobi.

    Recommendation Number
    17
    Closed Implemented

    Embassy Nairobi should close out the open grants to the previous educational advising center.

    Recommendation Number
    18
    Closed Implemented

    Embassy Nairobi should implement a plan to enable prospective students to access the advising center.

    Recommendation Number
    19
    Closed Implemented

    Embassy Nairobi, in coordination with the Somalia Unit and the Bureau of African Affairs, should implement a formal and practical arrangement for the Somalia Unit and Embassy Nairobi to conduct public diplomacy activities aimed at Somalia refugees and residents in Kenya.

    Recommendation Number
    20
    Closed Implemented

    Embassy Nairobi should give a second locally employed staff member in the public affairs section grants training and the opportunity to prepare grants on an occasional basis in order to maintain grants expertise.

    Recommendation Number
    21
    Closed Implemented

    Embassy Nairobi should develop the capacity outside the public affairs section to handle audiovisual and photographic requirements for nonpublic diplomacy events.

    Recommendation Number
    22
    Closed Implemented

    The Bureau of Consular Affairs, in coordination with the Bureau of African Affairs and Embassy Nairobi, should review consular responsibilities for Somalia and determine whether to concentrate them in Nairobi’s consular section.

    Recommendation Number
    23
    Closed Implemented

    Embassy Nairobi should update all position descriptions for locally employed staff in the consular section to reflect their current duties.

    Recommendation Number
    24
    Closed Implemented

    Embassy Nairobi should redistribute the operational oversight responsibilities in the consular section among the supervisory consular officers.

    Recommendation Number
    25
    Closed Implemented

    Embassy Nairobi should implement a comprehensive support plan for Kisumu that includes at least quarterly visits by a U.S. direct-hire International Cooperative Administrative Support Services provider.

    Recommendation Number
    26
    Closed Implemented

    Embassy Nairobi should expedite the hiring of a Kisumu housing manager.

    Recommendation Number
    27
    Closed Implemented

    Embassy Nairobi should implement a plan to consistently deliver cash replenishments to Kisumu’s cashier.

    Recommendation Number
    28
    Closed Implemented

    Embassy Nairobi should send appropriate International Cooperative Administrative Support Services staff to Kisumu to establish blanket purchase agreements with vendors that are responsive to Kisumu needs.

    Recommendation Number
    29
    Closed Not Implemented

    The Bureau of African Affairs, in coordination with the Office of the Legal Adviser, should implement a memorandum of understanding with the U.S. Agency for International Development governing decisions on the use of the Nairobi U.S. Agency for International Development annex building and on building operating costs, in accordance with existing Department of State guidance.

    Recommendation Number
    30
    Closed Implemented

    Embassy Nairobi should cease work on the memorial at the chief of mission residence and seek Department of State authorization for any alterations.

    Recommendation Number
    31
    Closed Implemented

    The Bureau of Overseas Buildings Operations should fund a suitable warehouse and maintenance facility for Embassy Nairobi and provide the embassy with a relevant funding timeline.

    Recommendation Number
    32
    Closed Implemented

    Embassy Nairobi should comply with the Department of State requirement for drivers to be medically certified annually.

    Recommendation Number
    33
    Closed Implemented

    Embassy Nairobi should discontinue shuttle service to Rosslyn Ridge or offer the service to all employees.

    Recommendation Number
    34
    Closed Implemented

    Embassy Nairobi should implement procedures to collect charges for home-to-office transportation from employees who use shuttle services.

    Recommendation Number
    35
    Closed Implemented

    Embassy Nairobi should update the embassy vehicle policy memo to include charging for home-to-office transportation and other authorized use.

    Recommendation Number
    36
    Closed Implemented

    Embassy Nairobi should review all changes to the chief of mission residence and obtain retroactive approval for the changes from the Bureau of Overseas Buildings Operations and guidance on appropriate reimbursement from the chief of mission.

    Recommendation Number
    37
    Closed Implemented

    Embassy Nairobi should inform the new deputy chief of mission of regulations governing his residence to avoid errors in the future.

    Recommendation Number
    38
    Closed Implemented

    Embassy Nairobi should institute a formal safety and health standing committee that meets on a quarterly basis.

    Recommendation Number
    39
    Closed Implemented

    Embassy Nairobi should assess and reorganize the human resources staff in accordance with Department of State regulations.

    Recommendation Number
    40
    Closed Implemented

    Embassy Nairobi should implement standards for the quality and timeliness of responses to human resources inquiries.

    Recommendation Number
    41
    Closed Implemented $1,541,350

    The Bureau of Human Resources, in coordination with Embassy Nairobi and the Bureau of African Affairs, should review the current 2-year tour of duty for Department of State employees in Nairobi and, if appropriate, change it to 3 years and make an exception to its current 2-year policy on hardship assignments.

    Recommendation Number
    42
    Closed Implemented

    Embassy Nairobi should implement procedures to advertise vacant positions in time to enable overlap between the departing incumbent and the new hire.

    Recommendation Number
    43
    Closed Implemented

    Embassy Nairobi should adjust its existing hiring timeline to meet uniform service standards.

    Recommendation Number
    44
    Closed Implemented

    Embassy Nairobi should publish a clear and comprehensive locally employed staff recruitment and hiring policy describing the process and timelines on its Web site.

    Recommendation Number
    45
    Closed Implemented

    Embassy Nairobi should include guidance on subject matter experts in the review of applicant qualifications as part of its locally employed staff recruitment and hiring policy.

    Recommendation Number
    46
    Closed Implemented

    Embassy Nairobi should conduct a comprehensive review of its staffing needs to determine which vacant and new positions might be filled by eligible family members.

    Recommendation Number
    47
    Closed Implemented

    Embassy Nairobi, in coordination with the Bureau of Human Resources, should publish a clear and comprehensive eligible family member recruitment and hiring policy on its Web site that describes the hiring process and timelines.

    Recommendation Number
    48
    Closed Implemented

    Embassy Nairobi, in coordination with the Bureau of Human Resources, should implement proper and timely payment procedures for eligible family member employees.

    Recommendation Number
    49
    Closed Implemented

    Embassy Nairobi should implement controls to authorize within-grade increases only with a supervisor’s certification that the employee’s performance is fully successful or better.

    Recommendation Number
    50
    Closed Acceptable Alternative

    Embassy Nairobi should include a work requirement for all supervisors to complete performance reviews on time and rate the supervisors accordingly.

    Recommendation Number
    51
    Closed Implemented

    Embassy Nairobi, in coordination with the Bureau of Human Resources and the Bureau of African Affairs, should provide equitable support to safe-havening families and not impose any additional requirements that create a double security standard or undermine the Department of State’s aim of encouraging employees to volunteer for assignments in Afghanistan, Iraq, and Pakistan.

    Recommendation Number
    52
    Closed Implemented

    The Bureau of Human Resources, in coordination with the Bureau of African Affairs, should provide guidance to Embassy Nairobi on bringing its accreditation procedures into compliance with 11 State 98069.

    Recommendation Number
    53
    Closed Acceptable Alternative

    Embassy Nairobi should establish monthly meetings for the deputy chief of mission or the management counselor with the locally employed staff committee.

    Recommendation Number
    54
    Closed Implemented

    Embassy Nairobi should distribute the agenda and minutes of its meetings with the locally employed staff committee to the locally employed staff via Department of State email.

    Recommendation Number
    55
    Closed Implemented

    Embassy Nairobi should display a bulletin board with current Equal Employment Opportunity information in all embassy buildings.

    Recommendation Number
    56
    Closed Implemented

    Embassy Nairobi, in coordination with the Office of Civil Rights, should implement the Federal Women’s Program.

    Recommendation Number
    57
    Closed Implemented

    Embassy Nairobi should cease using commercial email to process Department information and use authorized Department automated information systems for conducting official business.

    Recommendation Number
    58
    Closed Implemented

    Sensitive Information Redacted

    Recommendation Number
    59
    Closed Implemented

    Sensitive Information Redacted

    Recommendation Number
    60
    Closed Implemented

    Embassy Nairobi should train all purchase cardholders in reconciling statements and resolving potential transaction disputes.

    Recommendation Number
    61
    Closed Implemented

    Embassy Nairobi should bring official residence staff contracts into compliance with Department of State regulations.

    Recommendation Number
    62
    Closed Implemented

    Embassy Nairobi should bring its policy of funding representational purchases into compliance with Department of State regulations, including guidance on reimbursing the employee association for any outstanding bills.

    Recommendation Number
    63
    Closed Implemented

    Embassy Nairobi should revise its designation of responsibilities management policy to identify a gifts officer to maintain gift logs and dispose of gifts in accordance with Department of State regulations.

    Recommendation Number
    64
    Closed Implemented

    Embassy Nairobi should publish a gifts policy.