Inspection of Embassy Kuala Lumpur, Malaysia

ISP-I-24-14
    Report Contents
    Unclassified
    Unclassified

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

    What OIG Recommends
    OIG made 21 recommendations to Embassy Kuala Lumpur. In its comments on the draft report, the embassy concurred with all 21 recommendations. 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 response is reprinted in its entirety in Appendix B.

    What OIG Found

    • The Chargé d’Affaires and acting Deputy Chief of Mission led the embassy in a professional manner in accordance with Department of State guidance.
    • The Chargé d’Affaires fully supported the embassy security program.
    • Embassy Kuala Lumpur did not monitor and evaluate grants in accordance with Department standards.
    • Consular Section space did not comply with Department standards for accessibility.
    • The embassy did not cross-train consular locally employed staff or officers assigned to the Consular Section in U.S. citizen services procedures, such as processing passport applications.
    • The embassy did not use the Department’s loanable property module to issue and track all mobile devices and radios.
    • Spotlight on Success: Consular managers embraced Microsoft Teams during the COVID-19 pandemic and now creatively use the platform as the Consular Section’s primary means of communication, improving efficiency and coordination.
    • Spotlight on Success: Embassy Kuala Lumpur’s Information Management unit used Microsoft OneNote and Planner applications to maintain efficient operations and enhance coordination.
    Recommendation Number
    1
    Open Resolved

    Embassy Kuala Lumpur should comply with Department and federal grants management standards for awards managed by the Political Section.

    Recommendation Number
    2
    Closed Implemented Significant

    Embassy Kuala Lumpur should adhere to Department standards for Blue Lantern end-use monitoring.

    Recommendation Number
    3
    Open Resolved

    Embassy Kuala Lumpur, in coordination with the Bureau of Consular Affairs and the Bureau of Overseas Buildings Operations, should provide a wheelchair-accessible entryway and consular interview window for consular applicants.

    Recommendation Number
    4
    Open Resolved

    Embassy Kuala Lumpur, in coordination with the Bureau of Consular Affairs and the Bureau of Overseas Buildings Operations, should provide protection from the elements for consular applicants.

    Recommendation Number
    5
    Open Resolved

    Embassy Kuala Lumpur's consular managers should adjudicate more immigrant and nonimmigrant visa cases, in accordance with Department guidance.

    Recommendation Number
    6
    Open Resolved

    Embassy Kuala Lumpur should cross-train Consular Section locally employed staff and officers in U.S. citizen services functions in accordance with Department standards.

    Recommendation Number
    7
    Open Resolved

    Embassy Kuala Lumpur should bring its property management program into compliance with Department standards.

    Recommendation Number
    8
    Open Resolved

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

    Recommendation Number
    9
    Open Resolved

    Embassy Kuala Lumpur should review and update its motor vehicle policy, if necessary, in accordance with Department standards.

    Recommendation Number
    10
    Open Resolved

    Embassy Kuala Lumpur should bring the motor pool preventive maintenance program into compliance with Department standards.

    Recommendation Number
    11
    Open Resolved

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

    Recommendation Number
    12
    Open Resolved

    Embassy Kuala Lumpur should maintain contract files and complete mandatory performance reviews in accordance with Department standards.

    Recommendation Number
    13
    Open Resolved

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

    Recommendation Number
    14
    Open Resolved $78,990

    Embassy Kuala Lumpur, in coordination with the Bureau of Administration, should review unauthorized commitments totaling $78,990 for travel related service fees to determine whether they should be ratified in accordance with Department standards.

    Recommendation Number
    15
    Closed Implemented

    Embassy Kuala Lumpur should comply with mandatory training requirements for U.S. direct-hire employees in accordance with Department standards.

    Recommendation Number
    16
    Open Resolved

    Embassy Kuala Lumpur should bring its cashier operations into compliance with Department standards.

    Recommendation Number
    17
    Open Resolved $109,000

    Embassy Kuala Lumpur should review and, if determined not to be valid, de-obligate all unliquidated obligations without activity for more than 1 year so that funds of up to $109,000 can be put to better use.

    Recommendation Number
    18
    Open Resolved

    Embassy Kuala Lumpur should provide workplace safety training in accordance with Department standards.

    Recommendation Number
    19
    Open Resolved

    Embassy Kuala Lumpur should bring its furniture and appliance pool program into compliance with Department standards.

    Recommendation Number
    20
    Open Resolved

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

    Recommendation Number
    21
    Open Resolved

    Embassy Kuala Lumpur should retire records in accordance with Department records management standards.