Report Contents
What OIG Inspected
OIG inspected Embassy Addis Ababa’s executive direction, program and policy implementation, management controls, and resource management operations.
What OIG Recommended
This report includes 30 recommendations. OIG made 27 recommendations to improve Embassy Addis Ababa’s resource management, information management, foreign assistance, public diplomacy, consular, and political-economic programs and operations; 1 recommendation to the Bureau of African Affairs related to management controls; and 2 recommendations to the Bureau of Overseas Buildings Operations related to embassy safety programs.
In its comments on the draft report, the Department concurred with all 30 recommendations. 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 responses are reprinted in their entirety in Appendix B.
What OIG Found
- At the time of the inspection, new leadership at Embassy Addis Ababa had started taking steps to address significant challenges in policy implementation and resource management.
- The 2017 Annual Chief of Mission Management Control Statement of Assurance did not identify multiple internal control deficiencies in the Management and Consular Sections.
- The embassy denied visas to special immigrant visa applicants on the basis of incorrect criteria that did not comply with Department of State policy.
- Embassy Addis Ababa’s warehouses lacked sufficient controls to prevent access by unauthorized personnel.
- The embassy did not address serious safety deficiencies at many of its leased residences.
- The embassy did not protect personally identifiable information when destroying visa records.
- Embassy Addis Ababa did not document grants files or obtain regional bureau approval for certain grants in accordance with Department of State standards.
- The Department lacked an adequate plan to ensure the seismic adequacy of embassy residences despite Addis Ababa being at high risk for earthquakes, and Embassy Addis Ababa did not inform the embassy community about seismic risks documented in a Bureau of Overseas Buildings Operations report.
Report Terms
Report Recommendations
Embassy Addis Ababa should update the memorandum of agreement between the Commander, U.S. Africa Command, and Chief of Mission, Embassy Addis Ababa, for security and force protection of Department of Defense elements and personnel in Ethiopia, in accordance with Department guidelines.
Embassy Addis Ababa should assign an appropriate reviewing officer for all untenured Foreign Service generalist officer evaluations.
Embassy Addis Ababa should document Federal assistance awards in accordance with Department standards.
Embassy Addis Ababa, in coordination with the Bureau of African Affairs and the Bureau of International Information Programs, should implement a formal social media strategy.
Embassy Addis Ababa, in coordination with the Bureau of Administration, should revise and implement the Public Affairs Section’s internal standard operating procedure for grants administration to comply with Department requirements.
Embassy Addis Ababa, in coordination with the Bureau of International Information Programs, should implement annual resource development and program plans for its American Spaces.
Embassy Addis Ababa, in coordination with the Bureau of Educational and Cultural Programs, should acquire and make available a collection of materials to promote the self-study of English at the Col. C. John Robinson American Center.
Embassy Addis Ababa should implement a standard operating procedure for destruction of consular personally identifiable information that complies with Department standards.
Embassy Addis Ababa, in coordination with the Bureau of Consular Affairs and the Bureau of Overseas Buildings Operations, should replace the consular cashier booth door with one that meets Department standards.
The Bureau of African Affairs, in coordination with Embassy Addis Ababa, should send an experienced senior management officer to Embassy Addis Ababa to establish an internal control system that complies with Department standards.
Embassy Addis Ababa, in coordination with the Bureau of Administration, should implement property management internal controls, in accordance with Department standards.
Embassy Addis Ababa should implement a real property management program that is fully compliant with Department requirements.
Embassy Addis Ababa should implement a comprehensive policy outlining the requirements for third-party vehicle liability insurance, in accordance with Department standards.
Embassy Addis Ababa should bring its motor vehicle safety program into compliance with the Department’s Overseas Motor Vehicle Safety Management Program.
Embassy Addis Ababa should update its motor vehicle policy to comply with Department standards and host country laws.
Embassy Addis Ababa should prohibit locally employed staff mechanics from servicing personally owned vehicles on U.S. Government property or with U.S. Government equipment.
Embassy Addis Ababa should bring its Contracting Officer’s Representative files into compliance with Department standards.
The Bureau of Overseas Buildings Operations, in coordination with Embassy Addis Ababa, should implement a plan to address the findings from its 2016 seismic report.
The Bureau of Overseas Buildings Operations, in coordination with Embassy Addis Ababa, should implement a plan to address the embassy’s safety, health, and environmental management deficiencies.
Embassy Addis Ababa should revise and reissue its management policy on the Special Immigrant Visa program to conform with Foreign Affairs Manual standards and invite applicants previously denied to submit new applications.
Embassy Addis Ababa, in coordination with the Bureau of African Affairs, should conduct a detailed and thorough review of locally employed staff position descriptions.
Embassy Addis Ababa, in coordination with the Bureau of Human Resources, should update and translate its Local Employee Handbook in accordance with Department guidance.
Embassy Addis Ababa, in coordination with the Bureau of Human Resources, should implement a system to review and track reimbursements for the local staff medical reimbursement program in accordance with Department guidance.
Embassy Addis Ababa should discontinue its support of the Lake Langano facility, put $74,457 to better use, and require the American Employees’ Recreation Association to assume full responsibility for the operation of the site.
Embassy Addis Ababa should perform Information System Security Officer duties in accordance with Department standards.
Embassy Addis Ababa should conduct annual information technology contingency plan testing of the unclassified and classified networks, in accordance with Department standards.
Embassy Addis Ababa should implement a policy and standard operating procedures that provide oversight of the diplomatic pouch, in accordance with Department standards.
Embassy Addis Ababa should implement standard operating procedures for the authorization, issuance, and tracking of all embassy issued cellular telephones.
Embassy Addis Ababa should stop managing personal internet service for embassy employees and collect $99,324 from employees who had internet service at their residences that was paid by the embassy in FY 2017 and put those funds to better use.
Embassy Addis Ababa should establish a records management program in accordance with Department guidelines.