Inspection of Embassy Moscow and Constituent Posts, Russia

Embassy Moscow should formalize and implement a structured program to provide first- and second-tour officers orientation to and involvement in the broad range of work of the mission to enhance the development of their professional skills.

Embassy Moscow should implement a plan to improve communication and coordination with the three consulates general, including more regular digital videoconferences, phone calls, and visits, as well as short-term details, and longer-term assignments.

Embassy Moscow, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs and the Bureau of European and Eurasian Affairs, should assign responsibility for mandated reporting to another embassy section and transfer the related local employee position 100810 to that section.

Embassy Moscow should establish written guidance identifying which current reporting products should be preserved and sent by record email.

Embassy Moscow, in coordination with the Bureau of International Information Programs, should implement an audience building strategy for its social media activities.

Embassy Moscow, in coordination with the Bureau of European and Eurasian Affairs and the Bureau of Educational and Cultural Affairs, should review the language requirement for the English language officer position in the 2014 review of language-designated positions, with an eye toward possible reduction.

Embassy Moscow, in coordination with the Bureau of Human Resources, should determine the appropriate grade for the public affairs officer positions in Consulates General Yekaterinburg and Vladivostok and request a change in position grades, as appropriate.

Embassy Moscow should follow the requirements of Grants Policy Directive Number 16 regarding the designation of certified grants officer representatives.

Embassy Moscow should determine which officers in the consulates general and embassy sections need to obtain grants officer representative certification to facilitate the proper monitoring of public diplomacy and non-public diplomacy grants, and should obtain the required certification, as appropriate.

Embassy Moscow should determine which officers in the consulates general and embassy sections need to obtain grants officer representative certification to facilitate the proper monitoring of public diplomacy and non-public diplomacy grants, and should obtain the required certification, as appropriate.

Embassy Moscow should require that visa inquiries be referred to the consular section’s public liaison unit or to the public inquiries email boxes at the consulates general for response.

Embassy Moscow should require supervisory officers to complete timely reviews of visa issuances and refusals.

The Bureau of Consular Affairs should issue guidance clarifying standards to be used in adjudicating Summer Work Travel program visas.

The Bureau of Educational and Cultural Affairs should send a representative to Embassy Moscow to review the performance of sponsor and third-party representatives for compliance with regulatory requirements for job placement.

Embassy Moscow should direct Consulate General Vladivostok to provide required support to the consular agent and keep him informed about its activities in Sakhalin.

Embassy Moscow should implement a plan to improve maintenance and the usability of consular work space in the existing office building in Moscow.

Embassy Moscow should solicit suggestions from first- and second-tour consular section officers to improve consular efficiencies and take action as appropriate.

The Bureau of European and Eurasian Affairs, in coordination with the Bureau of Human Resources, should assign an entry-level officer with consular experience to position number 30-003012 in Consulate General Vladivostok.

Embassy Moscow, in coordination with the Bureau of Consular Affairs, should require that a commissioned consular officer be designated to back up consular officers in Consulate General Vladivostok.

Embassy Moscow should monitor Russian compliance with the bilateral visa agreement and recommend reciprocal changes to the Department of State as needed.

Embassy Moscow, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of European and Eurasian Affairs, should move the public affairs section in St. Petersburg into the consulate building.

Embassy Moscow should document and refer overdue debts to the Bureau of the Comptroller and Global Financial Services for collection action.

Embassy Moscow should conduct a management review to document whether embassy accommodation exchange is beneficial and cost effective and have the Ambassador make a formal determination.

Embassy Moscow should process value-added tax claims for the last 2 fiscal years for Consulate General Vladivostok’s official purchases.

Embassy Moscow should credit the Bureau of Overseas Buildings Operations maintenance and repair account allotments for expenditures that were improperly charged and debit the correct allotments.

Embassy Moscow should submit retail price surveys to the Bureau of Administration for the embassy and the consulates general.

Embassy Moscow should review the job descriptions for regular drivers at the embassy and consulates general for accuracy and, where appropriate, submit reclassification requests to the Regional Support Center Frankfurt, Germany.

Embassy Moscow should transfer all personal property to the control of the general services property section and complete an annual inventory for 2013.

Embassy Moscow should designate a cleared U.S. Government employee to sign the receiving reports for securely procured items.

Embassy Moscow, in coordination with the Bureau of Administration, should review its unauthorized commitments to determine whether ratification is authorized and take action accordingly.

Embassy Moscow should prepare an annual advance acquisition plan.

Embassy Moscow, in coordination with the Bureau of Administration, should implement a trafficking in persons monitoring program.

Embassy Moscow should implement a system to designate trained contracting officer’s representatives for all contracts.

Embassy Moscow, in coordination with the Bureau of Overseas Buildings Operations, should submit a cable designating the Rosinka compound housing as underutilized and coordinate a plan with the Bureau of Overseas Buildings Operations to dispose of the compound.

Embassy Moscow should terminate leases for unneeded residences at Pokrovsky Hills and seek approval from the Bureau of Overseas Buildings Operations for retaining units that will be vacant for more than 90 days.

Embassy Moscow should include all required documentation in the residential lease files.

Embassy Moscow should require all drivers to inspect vehicles and complete the daily and weekly preventive maintenance checklists.

Embassy Moscow should implement procedures to annually review, update, and republish a countrywide motor vehicle policy.

Embassy Moscow should limit work hours for drivers to a maximum of 10 hours per day.

Embassy Moscow should certify and accredit the American Embassy Community Association network.

Sensitive Information Redacted

Embassy Moscow, in coordination with the Diplomatic Telecommunications Service Program Office, should cancel international voice gateway service in Consulate General Vladivostok.

Embassy Moscow should instruct regional medical personnel to develop quarterly travel plans in coordination with the deputy chief of mission and minister counselor for management.

The Office of Medical Services should transfer regional responsibility for mental health services at Consulate General Vladivostok from Embassy Beijing to Embassy Moscow.

Embassy Moscow should require the American Embassy Community Association to submit a capital investment strategy to the Bureau of Administration.

Embassy Moscow should require motor pool mechanics who work for the American Embassy Community Association to request authorization to engage in outside employment and prohibit repair activity during working hours.

Embassy Moscow should prepare a written policy that describes security procedures applicable to cash transportation at the consulates general in St. Petersburg and Vladivostok.

Embassy Moscow should designate the financial management offices at the consulates general as the designated billing offices for payment of the consulates general invoices.

Embassy Moscow should conduct a thorough review of procurement, receiving, and payment processes to bring them into compliance with applicable regulations.

Embassy Moscow should implement adequate separation of duties in property management operations at Consulate General Vladivostok.

Embassy Moscow should establish a process to track implementation of each informal recommendation in this report.