Inspection of Embassy Abidjan, Côte d’Ivoire

Embassy Abidjan should eliminate the daily political/economic press highlights report.

Embassy Abidjan should implement procedures to comply fully with applicable grants policy directives published by the Department of State’s Federal Assistance Division.

Embassy Abidjan should provide training for additional staff members to act as grants officer representatives in accordance with the subject matter of the grants.

Embassy Abidjan should perform periodic drills that test consular staff members’ ability to operate emergency communications equipment and access networks during a crisis.

Embassy Abidjan should establish working agreements with U.S. embassies in neighboring countries that identify the types of consular support that Embassy Abidjan could receive from and provide to those embassies in the event of a crisis in Côte d’Ivoire or the region.

Embassy Abidjan should provide a means by which the accountable consular officer can observe the consular subcashier at work in the cashier booth.

Embassy Abidjan, in coordination with the Bureau of Overseas Buildings Operations, should provide a counter at a consular service window that is at an appropriate height for customers in wheelchairs.

Embassy Abidjan should implement a plan to set performance goals for the International Cooperative Administrative Support Services system service providers using uniform service standards information.

The Bureau of Overseas Buildings Operations, in coordination with Embassy Abidjan, should schedule a recommissioning project to identify and address construction issues in the chancery and associated buildings.

The Bureau of African Affairs, in coordination with Embassy Abidjan, should send temporary duty support to help the embassy prepare a staffing realignment plan in coordination with the 2015 rightsizing study.

Embassy Abidjan should establish and distribute administrative policies related to official vehicles, sale of employee personal property, housing, and other areas required by regulation.

Embassy Abidjan should review the temporary quarters subsistence paid vouchers, recalculate the allowance, and collect any overpayment from U.S. direct-hire employees.

Embassy Abidjan should publish a management notice on the temporary quarters subsistence allowance and distribute it to all embassy staff.

Embassy Abidjan should maintain an accurate and up-to-date electronic spreadsheet to log and track invoice payments.

Embassy Abidjan should establish written standard operating procedures for the value-added tax exoneration process, including logging in invoices, preparing the requests, and providing all completed documentation to vendors.

Embassy Abidjan should authorize a sufficient advance to the alternate cashier to sustain cashier operations during absences of the principal cashier.

Embassy Abidjan should negotiate short-term leases with a minimum term of 5 years to the maximum extent practicable.

Embassy Abidjan should establish a lifecycle replacement plan for its motor vehicle fleet.

Embassy Abidjan, in coordination with the Bureau of Overseas Buildings Operations, should prepare a request to the Department of State identifying options and alternatives for replacing the existing government-owned warehouse.

Embassy Abidjan should implement off-site backup tape storage for the classified network system.

Embassy Abidjan, in coordination with the Bureau of Overseas Buildings Operations, should install an emergency power-off control outside the computer server room at the warehouse.

Embassy Abidjan, in coordination with the Bureau of Administration, should implement procedures to maintain and retire official records in accordance with Department of State standards.

Embassy Abidjan should require political/economic section staff to store their completed work documents in the section’s common-use folders.

Sensitive Information Redacted

Embassy Abidjan should perform monthly tests of the portable satellite terminal and associated contingency equipment.

Embassy Abidjan should train applicable locally employed staff to operate and maintain the portable satellite terminal and associated contingency equipment.

Embassy Abidjan, in coordination with the Bureau of Information Resource Management, should update and test the communications appendix in the emergency action plan in accordance with Department of State regulations.

Embassy Abidjan should use electronic property management recordkeeping for all personal property transactions.

Embassy Abidjan should implement written standard operating procedures for property management.

Embassy Abidjan should require that all subcashier supervisors conduct the monthly or quarterly unannounced cash verifications and monitor compliance with this requirement.

Embassy Abidjan should update its 2007 Accounts Receivable Administrative Notice to explain the process for billing employees and remind employees of their responsibility to pay their debts, distribute this notice to embassy staff, and include it as part of the new employee check-in process.

Embassy Abidjan should establish a manual filing system to track and bill embassy employees for their personal telephone charges.

Embassy Abidjan should request via front channel cable permission from the Bureau of African Affairs to operate an embassy boat.

Embassy Abidjan, in coordination with the Bureau of Human Resources and the Bureau of Administration, should expedite the review and award of a bridge contract to continue the locally employed staff’s health and life insurance coverage.

Embassy Abidjan should issue a policy on performance of official travel that includes procedures for use of restricted economy class tickets, contract fare use, and cost-constructive travel.