Report Contents
What OIG Inspected
OIG inspected Embassy San Jose’s executive direction, program and policy implementation, resource management, and management controls.
What OIG Recommended
This report includes 28 recommendations. OIG made 26 recommendations to improve embassy operations in the Public Affairs, Consular, and Management Sections. OIG also made 2 recommendations to the embassy to mitigate risks in implementing Bureau of International Narcotics and Law Enforcement Affairs’ aviation and maritime security programs and to ensure effective use of program property. In its comments on the draft report, the embassy concurred with all 28 recommendations. OIG considers the recommendations resolved. The embassy’s response to each recommendation, and OIG’s reply, can be found in the Recommendations section of this report. The embassy’s formal written responses are reprinted in their entirety in Appendix B.
What OIG Found
- Embassy San Jose improved U.S.-Costa Rican cooperation on transnational security issues.
- The Consular Section did not meet Department of State standards for crisis preparedness.
- The embassy did not have staff with the skills required to manage large and complex aviation and maritime security projects.
- The Bureau of International Narcotics and Law Enforcement Affairs did not have a plan to deal with more than $500,000 in video surveillance equipment it had purchased in 2015 but could not install because the intended facility lacked the necessary electrical infrastructure and cabling.
- The embassy’s fuel program did not have the required controls in place to guard against theft and abuse.
- Spotlight on Success: The embassy’s use of an online grants management tool facilitated grants management and oversight.
- Spotlight on Success: By engaging outside experts and funding teacher training sessions, the embassy helped Costa Rica modernize its English language education programs.
- Spotlight on Success: Internal embassy coordination and engagement with external entities influenced the Costa Rican government’s decision to initiate legislation to create a national lifeguard corps, a significant step in reducing the high rate of drownings along Costa Rica’s coasts.
Report Terms
Report Recommendations
Embassy San Jose, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should implement a plan to mitigate risks to bureau funded projects in the event it is unable to secure approval to hire maritime and aviation advisors.
Embassy San Jose, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should implement a plan to use or dispose of video surveillance equipment purchased with bureau funds.
Embassy San Jose should award public diplomacy grants through open competition, in accordance with Department standards.
Embassy San Jose should comply with Department standards for crisis preparedness.
Embassy San Jose should reconfigure its Consular Section space so managers can visually observe activities in all adjudicating areas in accordance with Department standards.
Embassy San Jose should intersperse cubicles for consular officers among those for locally employed staff throughout the Consular Section.
Embassy San Jose, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Consular Affairs, should provide a wheelchair-accessible interview window for consular applicants
Embassy San Jose, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Diplomatic Security, should provide accommodations for visa applicants in accordance with Department standards.
Embassy San Jose should implement an annual acquisition plan.
Embassy San Jose, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should establish a memorandum of understanding defining General Services Office support to the International Narcotics and Law Enforcement Section.
Embassy San Jose should require all Contracting Officer’s Representatives to administer their contracts in accordance with Department standards.
Embassy San Jose should implement a corrective action plan to bring all professional drivers and incidental operators under Chief of Mission authority into compliance with the Department’s Motor Vehicle Safety Management Program for Overseas Posts.
Embassy San Jose should implement a system to store, issue, and return keys for official vehicles in accordance with Department standards.
Embassy San Jose should revise and enforce its mishap reporting policy to include disciplinary actions when embassy drivers fail to report vehicle mishaps in accordance with Embassy and Department standards.
Embassy San Jose should implement a comprehensive fuel control program that complies with Department standards.
Embassy San Jose should bring all living quarters allowance residences into compliance with Department standards
Embassy San Jose should conduct spot checks of its expendable and nonexpendable property in accordance with Department standards.
Embassy San Jose should clear all outstanding travel advances in accordance with Department standards.
Embassy San Jose should pay invoices in compliance with the Prompt Payment Act and Department standards.
Embassy San Jose should require authorizing officials to approve employee overtime requests in advance, in accordance with Department guidance.
Embassy San Jose should inform all employees and family members assigned to housing with community pools about the hazards and provide them with copies of the Department’s swimming pool safety standards
Embassy San Jose, in coordination with the Bureau of Overseas Building Operations, should install a fire alarm system in the current Marine Security Guard Residence that meets Department fire safety standards.
Embassy San Jose should notify the Bureau of Overseas Buildings Operations of its justification to lease high-rise apartments that do not meet Department fire standards and brief embassy occupants regarding fire evacuation risks
Embassy San Jose should require that Information Systems Security Officers perform information security duties in accordance with Department guidance.
Embassy San Jose should implement a call accounting system and procedures to accurately bill for monthly telephone services.
Embassy San Jose should implement knowledge management procedures for capturing, sharing, transferring, and retaining information related to its information management programs.
Embassy San Jose should test the information technology contingency plans for unclassified and classified networks in accordance with Department guidance.
Embassy San Jose should implement a plan for conducting initial and annual refresher information technology contingency training for employees with information technology contingency planning responsibilities.