Inspection of Embassy Vienna, Austria

ISP-I-24-04
    Report Contents
    Unclassified
    Unclassified

    What OIG Inspected
    OIG inspected the executive direction, policy and program implementation, resource management, and information management operations of Embassy Vienna.

    What OIG Recommends
    OIG made 15 recommendations to Embassy Vienna.

    In its comments on the draft report, the embassy concurred with all 15 recommendations. OIG considers all 15 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 response is reprinted in its entirety in Appendix B.

    What OIG Found

    • The Ambassador and the Deputy Chief of Mission led Embassy Vienna in a professional and strategic manner. The Ambassador consistently supported diversity values and programs.
    • The Political-Economic Section collaborated with other offices and agencies to advance the Integrated Country Strategy and Department of State priorities. However, the embassy did not hold required interagency Deal Team meetings to coordinate commercial advocacy.
    • Consular Section leadership instituted operational changes to adjust to the higher workload following the COVID-19 pandemic, Russia’s full-scale invasion of Ukraine, and staffing shortages.
    • Overall, the Joint Management Office provided equitable services to its customers despite internal control shortcomings related to personal property, residential leasing, motor pool, the contracting officer’s representative program, time and attendance, and residential fire safety.
    • The organizational structure of Embassy Vienna’s information management program did not meet Department standards.
    • Spotlight on Success: Embassy Vienna’s engagement with the government of Austria led to restarting a resettlement program for Iranian minorities.
    • Spotlight on Success: The Public Diplomacy Section coordinated with the embassy’s Commercial Service office to revitalize the embassy’s social media outreach.
    • Spotlight on Success: The Joint Management Office collaborated with the Department to create an outreach program to share information on services and opportunities for employment with Tri-Mission Vienna’s current and incoming eligible family members.
    • Spotlight on Success: Facility management staff instituted a tracking system to monitor compliance with monthly fire extinguisher checks using quick response, or QR, codes and electronic questionnaires.
    Recommendation Number
    1
    Open Resolved

    Embassy Vienna should require the Deputy Chief of Mission to attend International Cooperative Administrative Support Services Council meetings, in accordance with Department guidance.

    Recommendation Number
    2
    Open Resolved

    Embassy Vienna, in coordination with the U.S. Mission to International Organizations in Vienna and the U.S. Mission to the Organization for Security and Cooperation in Europe, should implement a structured First- and Second-Tour professional development program in accordance with Department standards.

    Recommendation Number
    3
    Open Resolved

    Embassy Vienna should staff and convene Deal Team meetings with appropriate interagency participation and agendas to coordinate commercial promotion and advocacy in accordance with Department guidance.

    Recommendation Number
    4
    Open Resolved

    Embassy Vienna, in coordination with the Bureaus of Overseas Buildings Operations and Consular Affairs, should provide a wheelchair accessible interview window for consular applicants, in accordance with Department standards.

    Recommendation Number
    5
    Open Resolved

    Embassy Vienna should bring the tri-mission furniture and appliance pool program into compliance with Department standards.

    Recommendation Number
    6
    Open Resolved

    Embassy Vienna, in coordination with the U.S. Mission to International Organizations in Vienna and the U.S. Mission to the Organization for Security and Cooperation in Europe, should bring tri-mission motor pool operations into compliance with Department standards.

    Recommendation Number
    7
    Open Resolved

    Embassy Vienna should bring its tri-mission contracting officer’s representative program into compliance with Department standards.

    Recommendation Number
    8
    Open Resolved

    Embassy Vienna, in coordination with the U.S. Mission to International Organizations in Vienna and the U.S. Mission to the Organization for Security and Cooperation in Europe, should bring tri-mission time and attendance procedures into compliance with Department standards.

    Recommendation Number
    9
    Open Resolved

    Embassy Vienna, in coordination with the Bureau of Overseas Buildings Operations, should comply with Department standards for its non-high-rise residential properties.

    Recommendation Number
    10
    Open Resolved

    Embassy Vienna should account for all expendable property in the Integrated Logistics Management System, in accordance with Department standards.

    Recommendation Number
    11
    Open Resolved

    Embassy Vienna should structure the Information Resource Management Office in accordance with Department standards.

    Recommendation Number
    12
    Open Resolved

    Embassy Vienna should retire records in accordance with Department records management standards.

    Recommendation Number
    13
    Open Resolved

    Embassy Vienna should install server room emergency power-off switches in accordance with Department standards.

    Recommendation Number
    14
    Open Resolved

    Embassy Vienna should require the local information technology configuration control board to perform its responsibilities in accordance with Department standards.

    Recommendation Number
    15
    Open Resolved

    Embassy Vienna should implement controls to effectively manage and monitor mobile device inventories, cellular service plans, and remote enterprise service accounts.