Inspection of Embassy Tallinn, Estonia

Embassy Tallinn should implement a planning effort that reinforces knowledge of and adherence to mission goals and that includes annual planning sessions and quarterly reviews.

Embassy Tallinn should inform all embassy staff, including locally employed staff, of the unclassified outcome of the planning sessions and reviews.

Embassy Tallinn should arrange for leadership and team-building training for the Ambassador and country team.

The Bureau of European and Eurasian Affairs, in coordination with the Office of the Legal Adviser, should counsel the Embassy Tallinn Ambassador concerning ways to avoid breaches of Department of State rules and regulations.

Embassy Tallinn should update the position descriptions of the locally employed staff in the political/economic section.

Embassy Tallinn, in coordination with the Bureau of European and Eurasian Affairs and the Bureau of Human Resources, should change the Estonian-language proficiency requirement for the political officer position to 3/3 Russian capability in the next triennial review.

Embassy Tallinn should hire a locally employed staff member or eligible family member on a part-time basis to carry out administrative duties in the public affairs section.

Embassy Tallinn, in coordination with the Bureau of European and Eurasian Affairs and the Bureau of Human Resources, should designate the assistant public affairs position as 3/3 Russian-language capability.

Embassy Tallinn should require the deputy chief of mission to perform visa adjudication reviews in accordance with Department of State regulations.

Embassy Tallinn, in coordination with the Bureau of Consular Affairs, should review, update, and test its warden system.

Embassy Tallinn should establish a preventive and routine maintenance program.

Embassy Tallinn should establish a comprehensive memorandum of understanding between Embassy Tallinn and regional facilities support in Helsinki.

Embassy Tallinn should document, safeguard, and retain all documentation related to safety and occupational health.

Embassy Tallinn should establish an embassy safety, health, and environmental management committee.

Embassy Tallinn, in coordination with the Office of Civil Rights, should schedule Equal Employment Opportunity training for all embassy employees.

Embassy Tallinn should designate and train a Federal Women’s Program coordinator and locally employed staff Equal Employment Opportunity liaison.

Embassy Tallinn should establish a comprehensive, missionwide locally employed staff training plan.

Embassy Tallinn should discontinue electronic funds transfer salary payments to official residence staff and require the Ambassador and the deputy chief of mission to pay the official residence staff directly.

Embassy Tallinn should arrange for refresher training on emergency cash payments for the Ambassador.

Embassy Tallinn should communicate the regulations for emergency cash payments to all embassy employees.

Embassy Tallinn should maintain and publish minutes of all International Cooperative Administrative Support Services council meetings.

Embassy Tallinn should establish a standard operating procedure for the entire payment process, including U.S. Department of Defense payments, from voucher examination to certification and final disbursement.

Embassy Tallinn should perform the annual purchase card review for 2014 and then annually as mandated.

Embassy Tallinn should establish standard operating procedures for the property and inventory management functions.

Embassy Tallinn should reduce the regular duty hours of the Ambassador’s and the Marine security detachment’s drivers to 10 hours.

The Bureau of Information Resource Management should conduct an information technology infrastructure remediation project at Embassy Tallinn.

Embassy Tallinn should relocate the information systems center server room to an interior portion of the building, away from areas of frequent use and potential sources of fire or flooding.

Embassy Tallinn should require eServices submissions for the completion of all information management support requests.

Embassy Tallinn should define the business need for its dedicated Internet network and submit a new registration to the Department’s Information Technology Configuration Control Board.

The Bureau of Overseas Buildings Operations, in coordination with Embassy Tallinn, should review the design and construction of mail facilities at Embassy Tallinn and make modifications to improve the safety and efficiency of operations.

Sensitive Information Redacted

Embassy Tallinn should safeguard community liaison office funds in the secure container of another embassy officer.

Embassy Tallinn should limit access to the expendable supply inventory to authorized accountable employees.

Embassy Tallinn should establish procedures whereby someone other than the accountable employee conducts the annual inventory of expendable supplies.