Report Contents
What OIG Inspected
OIG inspected the executive direction, program and policy implementation, and resource and information management operations of Embassy Windhoek.
What OIG Recommends
OIG made 11 recommendations: 10 recommendations to Embassy Windhoek and 1 recommendation to the Bureau of African Affairs.
In its comments on the draft report, the Department concurred with all 11 recommendations. OIG considers all 11 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
- The Ambassador and Deputy Chief of Mission set a positive leadership tone and led Embassy Windhoek in a professional and collaborative manner consistent with the Department of State’s leadership principles.
- Although the embassy submitted the required Statement of Assurance on internal controls, it did not identify and report long-standing deficiencies.
- The memorandum of understanding for the American Corner in Keetmanshoop expired in 2017 and had not been renewed to address current Department standards.
- The embassy did not properly award, execute, and administer contracts in accordance with Department and Federal acquisition standards, and it had at least $1.37 million in unauthorized commitments.
- Although the embassy conducted considerable consular crisis management planning, the program did not fully comply with Department guidance.
- Spotlight on Success: The Information Management Section installed a solar- and wind-powered repeater for the ultra-high frequency radio emergency and evacuation system to address service disruption resulting from frequent power outages. This action resulted in access to uninterrupted emergency and evacuation radio communication and saved $18,000 in electricity bills.
Report Terms
Report Recommendations
The Bureau of African Affairs, in coordination with the Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs and Embassy Windhoek, should implement the Public Diplomacy Staffing Modernization Initiative at Embassy Windhoek.
Embassy Windhoek should comply with Department standards in managing the American Corner in Keetmanshoop.
Embassy Windhoek should create and maintain a disaster assistance kit and prepare for potential disasters by completing the Consular Crisis Preparedness Scorecard and the Consular Risk Assessment Tool in accordance with Department guidance.
Embassy Windhoek should bring its consular cashiering operations into compliance with Department standards.
Embassy Windhoek should resolve financial management internal controls deficiencies to meet Department standards.
Embassy Windhoek, in coordination with the Bureau of Administration, should verify and document that all of the embassy’s contracts, valued at $2.26 million, were properly awarded and that the funds were used for their intended purpose. If not, Embassy Windhoek should recover any funds that were not used properly.
Embassy Windhoek, in coordination with the Bureaus of African Affairs and Administration, should review unauthorized commitments totaling $1.37 million to determine whether they should be ratified in accordance with Department standards.
Embassy Windhoek, in coordination with the Bureau of Administration, should implement and enforce property management internal controls and standard operating procedures in accordance with Department standards.
Embassy Windhoek should bring its motor vehicle fleet operations into compliance with Department standards.
Embassy Windhoek should bring the Marine Security Guard driver schedule into compliance with Department standards.
Embassy Windhoek should implement a records management program that complies with Department standards.