Report Contents
What OIG Inspected
OIG inspected the operating environment, executive direction, policy and program implementation, resource management, and information management operations of Embassy Kinshasa.
What OIG Recommends
OIG made 45 recommendations to Embassy Kinshasa. In its comments on the draft report, the embassy concurred with 45 recommendations. OIG considers all 45 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.
Report Terms
Report Recommendations
Embassy Kinshasa, in coordination with the Bureau of Democracy, Human Rights, and Labor and the Bureau of African Affairs, should bring its Leahy vetting practices into compliance with the embassy’s standard operating procedure and Department guidance.
Embassy Kinshasa should bring the Economic Section’s records management program into compliance with Department standards.
Embassy Kinshasa should provide consular applicants with a waiting area that meets Department standards.
Embassy Kinshasa should issue guidance to sections and bureaus implementing foreign assistance advising them on the travel policy and requiring that monitoring plans for proposed programs take into account limitations on travel and staff capacity.
Embassy Kinshasa should close out expired federal assistance awards in accordance with Department standards.
Embassy Kinshasa should implement standard operating procedures in the PEPFAR Coordination Office for the management of federal assistance awards in accordance with Department standards.
Embassy Kinshasa should develop and implement a plan to supervise the locally employed staff in Goma on a regular basis.
Embassy Kinshasa should require all acquisition agreements and procurements be authorized by a warranted contracting officer in accordance with Department standards.
Embassy Kinshasa should develop and implement standard operating procedures for the purchase of official vehicles to adhere to Department acquisition rules for official vehicles.
Embassy Kinshasa should bring its contracting administration program into compliance with Department standards.
Embassy Kinshasa should close out procurement files in accordance with Department standards.
Embassy Kinshasa should record all operational and maintenance data and costs for the embassy’s watercraft in accordance with the Department’s forthcoming Foreign Affairs Manual guidance.
Embassy Kinshasa should adhere to all Department Motor Vehicle Safety Management Program standards for chauffeurs and incidental drivers under chief of mission authority.
Embassy Kinshasa should bring its property management program into compliance with Department standards.
Embassy Kinshasa should bring its furniture and appliance pool program into compliance with Department standards.
Embassy Kinshasa should bring its warehouse operations into compliance with Department standards.
Embassy Kinshasa should manage its armored vehicles in accordance with Department standards.
Embassy Kinshasa should document its actions taken to recover the $245,000 improper payment for two official vehicles. If the embassy determines the improper payment to be unrecoverable, Embassy Kinshasa should report it as a fiscal irregularity in accordance with Department standards.
Embassy Kinshasa should review and de-obligate all unliquidated obligations without activity for more than one year in accordance with Department standards, so that funds of up to $2.8 million can be put to better use.
Embassy Kinshasa should bring the travel advance process into compliance with Department standards, including clearing overdue travel advances, and put funds of up to $107,000 to better use.
Embassy Kinshasa should develop and implement a standard operating procedure to accurately monitor and collect employee receivables for excess cell phone charges in accordance with Department standards.
Embassy Kinshasa should use the suspense deposits abroad account for authorized purposes only and reconcile the account’s balance in accordance with Department standards.
Embassy Kinshasa, in coordination with the Bureau of Global Talent Management, should update the local compensation plan in accordance with Department standards.
Embassy Kinshasa, in coordination with the Bureau of Global Talent Management, should update the locally employed staff handbook in accordance with Department standards.
Embassy Kinshasa should require authorizing officials to approve staff requests for overtime in advance in accordance with Department standards.
Embassy Kinshasa should review and revise locally employed staff position descriptions and classify them in accordance with Department standards.
Embassy Kinshasa should require supervisors to complete locally employed staff performance evaluations on time and hold supervisors accountable for non-compliance.
Embassy Kinshasa, in coordination with the Bureau of Medical Services, should recruit all health unit staff members in accordance with Department standards.
Embassy Kinshasa should perform workplace hazard inspections of both high-risk and low-risk workplaces in compliance with Department standards.
Embassy Kinshasa should bring its swimming pool safety program into compliance with Department standards and guidance.
Embassy Kinshasa should publish boat safety guidelines for its boat program in accordance with Department standards.
Embassy Kinshasa, in coordination with the Bureau of Overseas Buildings Operations, should bring its fire protection program into compliance with Department standards.
Embassy Kinshasa should implement an integrated pest management program in compliance with Department standards.
Embassy Kinshasa, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Diplomatic Security, should bring its Special Program for Embassy Augmentation and Response Unit into compliance with Department Motor Vehicle Safety Management Program standards.
Embassy Kinshasa should control and account for all leftover construction materials in accordance with Department standards.
Embassy Kinshasa should dispose of medications and controlled substances in accordance with Department guidelines.
Embassy Kinshasa should conduct inspections of the cafeteria in accordance with Department standards.
Embassy Kinshasa should complete all information systems security officer responsibilities in accordance with Department standards.
Embassy Kinshasa should schedule regular local Information Technology Configuration Control Board meetings to evaluate non-approved technology for use on Department networks.
Embassy Kinshasa should manage its inventory of mobile devices in accordance with Department standards, including holding employees accountable for lost or missing U.S. government-issued property.
Embassy Kinshasa should relocate the telecommunications demarcation point outside the limited access area server room in accordance with Department standards.
Embassy Kinshasa should repair its high-frequency radio and conduct radio checks in accordance with Department standards.
Embassy Kinshasa should require locally employed staff to complete information assurance training in accordance with Department standards.
Embassy Kinshasa should install access control software and monitor its non-enterprise networks.
Embassy Kinshasa should develop, implement, and update standard operating procedures for capturing, sharing, transferring, and retaining information related to its Diplomatic Technology programs in accordance with Department standards.