Report Contents
What OIG Inspected
OIG inspected U.S. Consulate General Hong Kong, China, from May 27 to June 15, 2017.
What OIG Recommended
This report includes 19 recommendations: OIG made 18 to Consulate General Hong Kong to improve operations and one to the Bureau of East Asian and Pacific Affairs regarding language designated positions. In its comments on the draft report, the Department concurred with all 19 recommendations and OIG considers the recommendations resolved. The Department’s response to each recommendation, and OIG’s reply, can be found in the Recommendations Section of this report. The Department’s formal written response is reprinted in its entirety in Appendix B.
What OIG Found
- The Consul General demonstrated policy leadership and proactive engagement in official and public spheres but did not pay adequate attention to Consulate General Hong Kong’s security, information management, internal controls, and staffing challenges.
- Consulate General Hong Kong had internal control deficiencies in consular management, facilities, and fee collections.
- The consulate general lacked sufficient internal controls related to its motor vehicle program, including driver and vehicle safety requirements.
- Spotlight on Success: The General Services Office reduced warehouse lease costs by modernizing shelving and using analytical tools to reduce holdings, while the Financial Management Section developed a pocket-sized manual and an application that explained the management platform to customers.
- Spotlight on Success: The Information Management Section used text messages, flyers, and an art contest to enhance customer service and engagement.
Report Terms
Report Recommendations
Consulate General Hong Kong should improve the intake process for nonimmigrant visa applicants in the Consular Section.
Consulate General Hong Kong, in coordination with the Bureau of Consular Affairs, should conduct an analysis of its staffing needs in the Nonimmigrant Visa Unit and adjust staffing levels accordingly.
Consulate General Hong Kong, in coordination with the Bureau of Human Resources, should update the position descriptions for the visa assistant positions in the Consular Section’s Nonimmigrant Visa Unit in accordance with Department standards.
Consulate General Hong Kong should provide the chief of the Nonimmigrant Visa Unit with an office that allows for line of sight control of the unit’s operations.
Consulate General Hong Kong should locate cubicles for consular officers among the cubicles for locally employed staff throughout the Nonimmigrant Visa unit.
Consulate General Hong Kong, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Consular Affairs, should provide a wheelchair-accessible interview window for consular customers.
Consulate General Hong Kong, in coordination with the Bureau of Consular Affairs, should implement a policy for consular fee collections during outreach events that complies with Department standards.
Consulate General Hong Kong should update its standard operating procedure for grants administration to include checking the Excluded Parties List system and preparing a Grants Officer’s Delegation of Authority Letter.
The Bureau of East Asian and Pacific Affairs, in coordination with Consulate General Hong Kong and the Bureau of Human Resources, should determine the number and levels for language designated positions at Consulate General Hong Kong in accordance with Department standards, and put up to $2 million to better use.
Consulate General Hong Kong should translate any policies affecting locally employed staff into Cantonese.
Consulate General Hong Kong should justify continued provision of accommodation exchange services in accordance with Department standards.
Consulate General Hong Kong, in coordination with the Bureau of Administration, should clarify whether transportation of non-U.S. Government employees to representational events is appropriate, and then document the justification in accordance with Department standards.
Consulate General Hong Kong should implement a system to store, issue, and return keys for official vehicles.
Consulate General Hong Kong should require all drivers to be trained and medically cleared in accordance with the Department’s Motor Vehicle Safety Management Program.
Consulate General Hong Kong should limit driver duty hours to 10 hours per day.
Consulate General Hong Kong should establish an air conditioning preventative maintenance program for all U.S. Government-owned residential complexes
Consulate General Hong Kong should designate and train additional contracting officer’s representatives to assist with contract oversight.
Consulate General Hong Kong should implement procedures to inventory and store controlled substances in accordance with Department standards.
Consulate General Hong Kong should implement knowledge management procedures for capturing, sharing, transferring, and retaining information related to its information management programs.