Report Contents
What OIG Inspected
OIG inspected executive direction, policy and program implementation, resource management, and information management operations of Embassy Canberra. The inspection included Consulates General Melbourne, Perth, and Sydney.
What OIG Recommends
OIG made 22 recommendations to Embassy Canberra to improve mission operations, 1 of which OIG closed with the issuance of this report.
In its comments on the draft report, Embassy Canberra concurred with 20 recommendations and neither agreed nor disagreed with 1 recommendation. OIG considers all 21 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 response is reprinted in its entirety in Appendix B.
What OIG Found
- The newly arrived Ambassador, Deputy Chief of Mission (formerly Chargé d’Affaires), and acting Deputy Chief of Mission established clearly defined goals and priorities for Mission Australia. They effectively employed a wide variety of mechanisms to communicate and coordinate their activities across the spectrum of external engagements with the Government of Australia and other stakeholders.
- Mission Australia generally implemented required processes and procedures in accordance with Department of State standards. However, a more than 2-year gap between ambassadors increased duties for both the Chargé d’Affaires and acting Deputy Chief of Mission, which detracted from Front Office oversight of internal operations.
- Residential safety certifications of more than 200 Department of Defense personnel under chief of mission authority did not comply with Department standards.
- Embassy Canberra effectively promoted information technology innovation and new programs and supported frequent regional highprofile visits. However, the embassy did not enforce standard procedures for the mission’s information security program.
- Spotlight on Success: Embassy Canberra’s chief of mission’s letter mandating participation by the embassy in all high-level official visits increased the embassy’s ability to support U.S. policy objectives.
- Spotlight on Success: The Financial Management Office used a process audit to improve its operations, productivity, and training.
- Spotlight on Success: Consulate General Perth’s use of an information technology configuration tool to collectively update computer systems resulted in consistently high compliance scores with Department configuration standards.
Report Terms
Report Recommendations
Embassy Canberra, in coordination with the Bureau of East Asian and Pacific Affairs, the Office of the Legal Adviser, and the Office of Management Strategy and Solutions, should determine which U.S. Government personnel in Australia are under chief of mission authority, in accordance with Department guidelines.
Embassy Canberra should implement procedures to review staffing levels in accordance with Department standards for the National Security Decision Directive 38 process.
Embassy Canberra should conduct its mission-wide First- and Second-Tour employee program in accordance with Department guidance.
Embassy Canberra, in coordination with the Office of Civil Rights, should nominate Equal Employment Opportunity counselors in accordance with Department guidance.
Embassy Canberra should conduct records retirement in accordance with Department records management standards.
Embassy Canberra should update its standard operating procedures and checklist and provide staff training in order to maintain grant files as required by Department and Federal assistance guidance.
Embassy Canberra, in coordination with the Bureaus of Overseas Buildings Operations and East Asian and Pacific Affairs, should dispose of property numbers R48 and R49 at Kalgoorlie Crescent in accordance with Department guidelines and put up to $896,849 to better use.
Embassy Canberra, in coordination with the Bureaus of East Asian and Pacific Affairs and the Comptroller and Global Financial Services, should reprogram additional Diplomatic and Consular Program-funded Information Management positions to International Cooperative Administrative Support Services-funded positions, in accordance with Department standards, and put funds of $243,993 over 3 years per position to better use.
Embassy Canberra should de-obligate unliquidated obligations totaling $408,688 and put the funds to better use.
Embassy Canberra should establish a schedule that allows the alternate cashier at each post to work as the principal cashier, in accordance with Department guidelines.
Embassy Canberra should complete and document safety certifications, in accordance with Department standards.
Embassy Canberra, in coordination with the Bureaus of Overseas Buildings Operations and East Asian and Pacific Affairs, should bring the residential safety program for Department of Defense personnel under chief of mission authority into compliance with Department standards.
Embassy Canberra should bring the mission’s fire protection program into compliance with Department standards.
Embassy Canberra should document nonexpendable property transfers in accordance with Department standards.
Embassy Canberra should close out procurement files in accordance with Department standards.
Embassy Canberra should periodically verify the accuracy of its mission-wide motor vehicle fleet databases in accordance with Department standards.
Embassy Canberra should implement procedures at Consulate General Melbourne to limit drivers’ duty time to the 10-hour daily maximum in accordance with Department guidelines.
Embassy Canberra should submit all retail price surveys to the Bureau of Administration’s Office of Allowances in accordance with Department guidelines.
Embassy Canberra should conduct the mission’s information systems security officer program, including training, in accordance with Department standards.
Embassy Canberra should test the information technology contingency plans for the unclassified and classified networks in accordance with Department standards.
Embassy Canberra should conduct initial and annual refresher information technology contingency training for employees with information technology contingency planning responsibilities in accordance with Department standards.
Embassy Canberra should perform its local information technology configuration control board responsibilities in accordance with Department standards.