Inspection of Embassy Dili, Timor-Leste

ISP-I-24-13
    Report Contents
    Unclassified
    Unclassified

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

    What OIG Recommends
    OIG made 25 recommendations to Embassy Dili. In its comments on the draft report, the embassy concurred with all 25 recommendations. OIG considers all 25 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 Chargé d’Affaires and acting Deputy Chief of Mission led Embassy Dili by example in a professional and collaborative manner which fostered employee morale and productivity.
    • The embassy’s interagency coordination was generally good, although the Front Office needed to improve coordination with the U.S. Agency for International Development.
    • Embassy Dili suffered from chronic staffing gaps and difficulty in attracting Foreign Service bidders. Embassy staff demonstrated resilience despite these staffing issues.
    • The embassy did not conduct joint progress evaluations with the government of Timor-Leste for projects funded by the Bureau of International Narcotics and Law Enforcement Affairs, as required by Article 4 of the 2010 Letter of Agreement between the U.S. and Timor-Leste.
    • The embassy’s consular space was inadequate and poorly configured and did not meet Department of State guidelines. The space issues precluded the embassy from fully delivering nonimmigrant visa services.
    • The embassy did not seek Department permission to convert four shipping containers into functional spaces.
    • Motor pool operations were not managed by the embassy in compliance with Department standards.
    • The Department’s Inventory and Logistics Management System loanable property module was not used by the embassy to issue and track information technology assets.
    • The embassy’s records retirement practices did not fully comply with Department standards.
    Recommendation Number
    1
    Open Resolved

    Embassy Dili should monitor, evaluate, and prepare required performance reports regarding grants for the Ambassador’s Self-Help Fund in accordance with the Federal Assistance Directive and Department standards.

    Recommendation Number
    2
    Open Resolved

    Embassy Dili should comply with the requirements of the 2010 Letter of Agreement, as amended in 2012 between the United States and Timor-Leste, to conduct joint progress evaluations of law enforcement programs.

    Recommendation Number
    3
    Open Resolved

    Embassy Dili should provide consular applicants with toilet facilities and drinking water facilities that meet Department standards.

    Recommendation Number
    4
    Open Resolved

    Embassy Dili should institute regular mechanisms to coordinate the full range of U.S. foreign assistance activities in Timor-Leste.

    Recommendation Number
    5
    Open Resolved

    Embassy Dili should use the Integrated Logistics Management System to track all personal and program property in accordance with Department standards.

    Recommendation Number
    6
    Open Resolved

    Embassy Dili should seek permits from the Bureau of Overseas Buildings Operations to use shipping containers for functional space in accordance with Department requirements.

    Recommendation Number
    7
    Open Resolved

    Embassy Dili should comply with Department training standards for the use of powered industrial trucks, such as forklifts.

    Recommendation Number
    8
    Open Resolved

    Embassy Dili should review and update its motor vehicle policy in accordance with Department standards.

    Recommendation Number
    9
    Open Resolved

    Embassy Dili should bring its motor pool operations into compliance with Department standards.

    Recommendation Number
    10
    Open Resolved

    Embassy Dili should bring its motor vehicle safety program into compliance with Department standards.

    Recommendation Number
    11
    Open Resolved

    Embassy Dili should manage its bulk fuel operation in accordance with Department standards.

    Recommendation Number
    12
    Open Resolved

    Embassy Dili should bring its contracting officer’s representative program into compliance with Department standards.

    Recommendation Number
    13
    Open Resolved

    Embassy Dili should close out procurement files in accordance with Department standards.

    Recommendation Number
    14
    Open Resolved

    Embassy Dili should bring its time and attendance procedures for overtime or compensatory time into compliance with Department standards.

    Recommendation Number
    15
    Open Resolved

    Embassy Dili should approve salary advances in accordance with its local compensation plan.

    Recommendation Number
    16
    Open Resolved

    Embassy Dili should revise its locally employed staff handbook, so it does not conflict with the local compensation plan in accordance with Department standards.

    Recommendation Number
    17
    Open Resolved

    Embassy Dili should bring its cashiering operations into compliance with Department standards.

    Recommendation Number
    18
    Open Resolved

    Embassy Dili should bring the safety, health, and environmental management program into compliance with Department standards.

    Recommendation Number
    19
    Open Resolved

    Embassy Dili, in coordination with the Bureau of Overseas Buildings Operations, should perform seismic safety evaluations of all its residential properties in accordance with Department standards.

    Recommendation Number
    20
    Open Resolved

    Embassy Dili should submit its hotel and restaurant report in accordance with Department standards.

    Recommendation Number
    21
    Open Resolved

    Embassy Dili should use the Inventory and Logistics Management System loanable property module to issue and track information technology assets.

    Recommendation Number
    22
    Open Resolved

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

    Recommendation Number
    23
    Open Resolved

    Embassy Dili should install an emergency power-off switch in the unclassified server room in accordance with Department standards.

    Recommendation Number
    24
    Open Resolved

    Embassy Dili should complete all information systems security officer responsibilities in accordance with Department standards.

    Recommendation Number
    25
    Open Resolved

    Embassy Dili should ensure the local information technology configuration control board performs its responsibilities in accordance with Department standards.