Recommendations

Evaluation of the Department’s Handling of Sexual Harassment Reports

ESP-20-06 October 2020

Recommendation Number

1

Closed Implemented

OIG recommends that GTM, in conjunction with OCR and OSI, develop and implement guidance that coordinates activities for referring harassment cases (including sexual harassment cases) to GTM. Specifically, the guidance should address: (a) when and how to refer a case and (b) the investigative documentation necessary to make a disciplinary decision. GTM, OCR, and OSI should include stakeholders, such as L/EMP and OIG, in the development of this guidance.
Recommendation Number

2

Closed Implemented

OIG recommends that OCR notify posts, bureaus, and offices at the beginning of sexual harassment investigations in accordance with OCR policy.
Recommendation Number

3

Closed Implemented

OIG recommends that GTM update the guides for supervisors of Foreign Service and civil service employees so that they contain the latest Department guidance on disciplinary issues, including sexual harassment generally and the obligation for supervisors to report sexual harassment.
Recommendation Number

4

Closed Implemented

OIG recommends that OCR formalize its newly established timeliness standards for investigating reports of sexual harassment and assess whether the office is able to meet the standards.
Recommendation Number

5

Closed Implemented

OIG recommends that GTM establish and implement timeliness standards for determining discipline for sexual harassment cases.
Recommendation Number

6

Closed Implemented

OIG recommends that GTM, in conjunction with OCR and OSI, as well as other relevant stakeholders, develop and implement a common mechanism for tracking the length and outcomes (such as disciplinary actions) of sexual harassment allegations.

Audit of Food Services Under the Afghanistan Life Support Services Contract

AUD-MERO-20-46 September 2020

Recommendation Number

1

Closed Implemented

OIG recommends that the Bureau of Administration, Office of the Procurement Executive, Office of Acquisitions Management, in coordination with U.S. Embassy Kabul and the Bureau of South and Central Asian Affairs, determine whether additional Contracting Officer’s Representatives are required to oversee the Afghanistan Life Support Services contract during the “bridge” year and when it is transitioned to the Diplomatic Platform Support Services contract. If so, take actions to appoint those Contracting Officer’s Representatives.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Administration, Office of the Procurement Executive, Office of Acquisitions Management, in coordination with U.S. Embassy Kabul and the Bureau of South and Central Asian Affairs, update the COR oversight checklist to include all performance standards and requirements outlined in the ALiSS food services task order (SAQMMA15F0686).
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Administration, Office of the Procurement Executive, Office of Acquisitions Management, in coordination with U.S. Embassy Kabul and the Bureau of South and Central Asian Affairs, develop a mechanism to ensure that the CO is routinely monitoring COR performance for the ALiSS food services task order.
Recommendation Number

4

Closed Not Implemented

OIG recommends that the Bureau of South and Central Asian Affairs, in coordination with the Bureau of Administration, Office of the Procurement Executive, Office of Acquisitions Management incorporate a requirement for the contractor to develop a cost control plan into the Diplomatic Platform Support Services contract’s request for task order proposals for food services in Afghanistan.
Recommendation Number

5

Closed Not Implemented

OIG recommends that the Bureau of South and Central Asian Affairs, in coordination with the Bureau of Administration, Office of the Procurement Executive, Office of Acquisitions Management take appropriate steps to ensure a cost control plan is executed under the Diplomatic Platform Support Services contract’s food services task order in Afghanistan.

Audit of Bureau of Overseas Buildings Operations Process To Identify and Apply Best Practices and Lessons Learned to Future Construction Projects

AUD-MERO-20-39 September 2020

Recommendation Number

1

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations (a) review and update its draft 2012 Policy and Procedures Directive pertaining to its Lessons Learned Program for Technical Design to ensure the Directive meets the intent of the program and conforms with existing policy and (b) formally execute and disseminate the Directive in conjunction with applicable guidance to implement the lessons learned program and to consistently achieve its intended purpose.
Recommendation Number

2

Closed Implemented Significant

OIG recommends that the Bureau of Overseas Buildings Operations capture, analyze, and disseminate broader best practices and lessons learned in constructing embassies throughout the bureau to address factors such as strengthening collaboration among stakeholders, facilitating building maintenance, and improving program and construction management. This could be achieved by either expanding the current lessons learned program or creating an additional program that focuses on other construction management activities.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations issue an Administration Bulletin reemphasizing the importance of ensuring that reporting on construction project status is accurate and internally consistent.
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Acquisitions Management issue guidance requiring contracting officers who prepare construction contract modifications to (a) fully address all cost and time impacts associated with changes to the scope of work as required by the Foreign Affairs Handbook and (b) consistently include a contractor release statement as prescribed by the Federal Acquisition Regulation to avoid exposing the Department to increased financial risk.

Inspection of the Bureau of European and Eurasian Affairs

ISP-I-20-15 September 2020

Recommendation Number

1

Closed Implemented

The Bureau of European and Eurasian Affairs should staff the Office of the Special Envoy for Holocaust Issues in accordance with Department guidelines.
Recommendation Number

2

Closed Implemented

The Bureau of European and Eurasian Affairs should comply with Department guidelines for the minimum staffing and structure of offices.
Recommendation Number

3

Closed Implemented $3,300,000

The Bureau of European and Eurasian Affairs should review and de-obligate any of the unliquidated obligations totaling $3.3 million without activity for over 1 year and put de-obligated funds to better use.
Recommendation Number

4

Closed Implemented

The Bureau of European and Eurasian Affairs, in coordination with the Bureau of Administration, should evaluate the administrative professional services contract in accordance with Office of Acquisitions Management direction and Department standards.
Recommendation Number

5

Closed Acceptable Alternative

The Bureau of Information Resource Management, in coordination with the Bureau of European and Eurasian Affairs, should update the master service level agreement governing roles and responsibilities related to information technology services.
Recommendation Number

6

Closed Implemented

The Bureau of European and Eurasian Affairs should complete and maintain organized records of required documentation for its information systems.

Management Assistance Report: Additional Guidance Needed to Improve the Oversight and Management of Locally Employed Staff Serving at Remote Missions

AUD-MERO-20-40 September 2020

Recommendation Number

1

Closed Implemented

OIG recommends that the Office of Overseas Employment distribute its policy, Policy on Employment of Locally Employed (LE) Staff at U.S. Missions in Suspended Operations Status, November 2017, to all staff at remote missions responsible for oversight of locally employed staff and post the policy on its internal website.
Recommendation Number

2

Closed Implemented

OIG recommends that the Under Secretary for Management establish an oversight mechanism to ensure that certifications in support of the continued employment of locally employed staff at missions in suspended operations status are submitted every 6 months, in accordance with the Office of Overseas Employment policy, Policy on Employment of Locally Employed (LE) Staff at U.S. Missions in Suspended Operations Status, November 2017.
Recommendation Number

3

Closed Implemented

OIG recommends that the Office of Overseas Employment, in coordination with the Bureaus of Near Eastern Affairs and Western Hemisphere Affairs, conduct outreach and education with remote missions to a) reinforce existing policies and b) emphasize the importance of applying policies consistently and equitably.
Recommendation Number

4

Closed Implemented

OIG recommends that the Office of Overseas Employment develop guidance requiring that regional bureaus actively involve U.S. Direct Hire supervisors in decisions to recertify locally employed staff as caretakers in accordance with established policy. Information gathered from U.S. Direct Hire supervisors should include, but not be limited to, data on the extent to which employees are regularly reporting to work, data on those employees who may require updated work plans or job reassignments, data on those employees who are no longer living in the host country, and the extent to which ongoing duties assigned to locally employed staff continue to be mission essential.
Recommendation Number

5

Closed Implemented

OIG recommends that the Office of Overseas Employment develop guidance on how posts can ensure adequate transitions, turnovers, and information sharing between current and future U.S. Direct Hire supervisors assigned to remote missions, with a specific focus on the management and oversight of locally employed staff.
Recommendation Number

6

Closed Implemented

OIG recommends that the Office of Overseas Employment develop guidance instructing remote missions to communicate with locally employed staff regarding their employment status within 90 days of a suspension of operations. Information conveyed to locally employed staff should include, but not be limited to, expectations regarding their ongoing responsibilities and any anticipated changes to their job assignments resulting from the suspension of operations.
Recommendation Number

7

Closed Implemented

OIG recommends that the Office of Overseas Employment develop guidance outlining mechanisms for reprogramming or retraining staff who may be assigned to other duties following a suspension of operations.
Recommendation Number

8

Closed Implemented

OIG recommends that the Yemen Affairs Unit 1) review all current locally employed staff titles and positions, 2) identify those that do not accurately reflect current titles and duties, and 3) revise locally employed staff titles, position descriptions, and workplans, as appropriate.
Recommendation Number

9

Closed Implemented

OIG recommends that the Office of Overseas Employment develop guidance outlining specific mechanisms for providing locally employed staff at posts in suspended operations status with ongoing opportunities for training, including those required to fulfill position-specific training requirements and to promote professional development. Guidance should include suggestions for identifying opportunities for training outside of the host country or online training when access to Department systems and networks is limited.
Recommendation Number

10

Closed Implemented

OIG recommends that the Office of Overseas Employment develop guidance on options for assigning U.S. Direct Hire employees to remote missions in a way that ensures the continuity of operations following a suspension of operations.
Recommendation Number

11

Closed Implemented

OIG recommends that the Office of Overseas Employment develop guidance on options for deploying locally employed staff on temporary assignments to other U.S. embassies and consulates following a suspension of operations.
Recommendation Number

12

Closed Implemented

OIG recommends that the Office of Overseas Employment, in coordination with the Bureau of Information Resource Management, develop guidance regarding the option to establish Foreign Affairs Network accounts for locally employed staff following a suspension of operations.
Recommendation Number

13

Closed Implemented Significant

OIG recommends that the Office of Overseas Employment solicit feedback from remote missions, regional bureaus, and U.S. Direct Hire supervisors in order to develop guidance on identified best practices and lessons learned regarding effective oversight and management of locally employed staff at posts in suspended operations status.
Recommendation Number

14

Closed Implemented Significant

OIG recommends that the Bureau of Diplomatic Security develop an addendum to its January 2020 Overseas Vetting Guidelines, including instructions regarding how security certifications should be updated if key parts of the background investigation cannot be completed and how to proceed if security certifications lapse. The addendum should include instructions specific to updating security certifications for locally employed staff at missions in suspended operations status.

Inspection of Embassy Ouagadougou, Burkina Faso

ISP-I-20-18 September 2020

Recommendation Number

1

Closed Implemented

Embassy Ouagadougou should retire its official records in accordance with Department standards.
Recommendation Number

2

Closed Implemented

Embassy Ouagadougou should comply with applicable Department overseas motor vehicle safety standards for chauffeurs and incidental drivers under chief of mission authority.
Recommendation Number

3

Closed Implemented

Embassy Ouagadougou, in coordination with the Bureau of Administration, should dispose of excess vehicles according to Department guidelines and put proceeds of sales to better use.
Recommendation Number

4

Closed Implemented

Embassy Ouagadougou should implement controls to verify the integrity of data entered into the Fleet Management Information System, in accordance with Department standards.
Recommendation Number

5

Closed Implemented

Embassy Ouagadougou should conduct annual reviews of its blanket purchase agreements in accordance with Department standards.
Recommendation Number

6

Closed Implemented

Embassy Ouagadougou should implement procedures to conduct acquisition and property management in accordance with Department standards.
Recommendation Number

7

Closed Implemented

Embassy Ouagadougou, in coordination with the Regional Procurement Support Office Frankfurt and the Bureau of Administration, should comply with Department contracting officer's representative program standards.
Recommendation Number

8

Closed Implemented

Embassy Ouagadougou should comply with Department standards for managing classified and unclassified network user accounts for departing employees.
Recommendation Number

9

Closed Implemented

Embassy Ouagadougou should implement inventory control procedures for its information technology equipment in accordance with Department guidelines.
Recommendation Number

10

Closed Implemented

Embassy Ouagadougou should terminate personal internet and television support to American embassy employees in accordance with Department standards.

Management Assistance Report: U.S. Agency for Global Media Network Warning Banner

ESP-20-05 September 2020

Recommendation Number

1

Closed Implemented

The U.S. Agency for Global Media should adopt a network warning banner consistent with the guidance issued by the Department of Justice’s Computer Crime and Intellectual Property Section.

Inspection of Embassy Windhoek, Namibia

ISP-I-20-32 September 2020

Recommendation Number

1

Closed Implemented

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.
Recommendation Number

2

Closed Implemented

Embassy Windhoek should comply with Department standards in managing the American Corner in Keetmanshoop.
Recommendation Number

3

Closed Implemented

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.
Recommendation Number

4

Closed Implemented

Embassy Windhoek should bring its consular cashiering operations into compliance with Department standards.
Recommendation Number

5

Closed Implemented

Embassy Windhoek should resolve financial management internal controls deficiencies to meet Department standards.
Recommendation Number

6

Closed Implemented $2,260,000

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.
Recommendation Number

7

Closed Implemented

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.
Recommendation Number

8

Closed Implemented

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.
Recommendation Number

9

Closed Implemented

Embassy Windhoek should bring its motor vehicle fleet operations into compliance with Department standards.
Recommendation Number

10

Closed Implemented

Embassy Windhoek should bring the Marine Security Guard driver schedule into compliance with Department standards.
Recommendation Number

11

Closed Implemented

Embassy Windhoek should implement a records management program that complies with Department standards.

Audit of the Bureau of Overseas Buildings Operations Process To Execute Construction Closeout Procedures for Selected Capital Construction Projects

AUD-CGI-20-43 September 2020

Recommendation Number

1

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement procedures that require Project Directors assigned to execute a construction project to establish attainable project milestones and update those milestones when contract modifications are executed to ensure all major building systems are tested and commissioned before issuing the Certificate of Substantial Completion.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement procedures, when circumstances warrant deviation from standard construction project closeout procedures, that require the Project Director to justify and document the decision to issue the Certificate of Substantial Completion before all major building systems are tested and commissioned, including how such decisions influence project milestones, the additional costs to be incurred, and the projected final acceptance date of the project.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement procedures requiring Project Directors assigned to execute a construction project to ensure that a complete and accurate punch list is provided to the contractor with the issuance of the Certificate of Substantial Completion.
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement procedures, when circumstances warrant deviation from standard construction project closeout procedures, that require the Project Directors to justify and document the decision to issue the Certificate of Substantial Completion without promptly providing a consolidated, complete, and accurate punch list to the contractor, including the impact of such decisions on the projected final acceptance date of the project and the additional costs to be incurred as a result.
Recommendation Number

5

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement staffing plans for all capital construction projects, especially those projects that are complex, large scale, and costly (such as New Embassy Compound London) to ensure that the staff assigned are available and onsite at key junctures of the construction project to ensure quality assurance is effectively performed and project milestones are met.
Recommendation Number

6

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement procedures, when circumstances warrant deviation from established staffing plans for capital construction projects, that require the Project Director to document the deviation from the staffing plan, including the effect of such decisions on project milestones, the additional costs to be incurred, and the projected final acceptance date of the project.
Recommendation Number

7

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations develop or adopt guidance and contract requirements used by the U.S. Army Corps of Engineers for as-built drawings and documentation to ensure complete and accurate final as-built drawings are consistently obtained.
Recommendation Number

8

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement procedures that require Project Directors involved with the execution of a construction project to verify that the contractor populates the Global Maintenance Management System in accordance with contract requirements prior to issuing substantial completion.
Recommendation Number

9

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations establish and implement procedures, when circumstances warrant deviation from standard construction project closeout procedures, that require the Project Director to justify and document the decision to issue the Certificate of Substantial Completion before the contractor completes the population of the Global Maintenance Management System in accordance with contract requirements.
Recommendation Number

10

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations update the OBO Construction Management Guidebook to clarify that punch list items must be documented and tracked separately from warranty list items to avoid ambiguity.
Recommendation Number

11

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations, in concert with Recommendation 10, establish and communicate the required process to track and clear punch list and warranty list items to ensure consistent application of the process across all construction projects.

Audit of Department of State Foreign Assistance Grants and Cooperative Agreements in Somalia

AUD-MERO-20-45 September 2020

Recommendation Number

1

Closed Implemented Significant

OIG recommends that the Bureau of Administration, Office of the Procurement Executive reevaluate the weighting in the Risk Assessment Worksheet and the standardized questions to better account for the unique risks posed by certain high-threat environments.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Counterterrorism review and update the annual risk assessments for the Somali Law Enforcement: Local Policing and Protection award (SLMAQM18CA2066) and the Building an Effective, Fit-for-Purpose Financial Reporting Centre in Somalia award (SLMAQM17CA2025) as required by the Federal Assistance Directive.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Counterterrorism develop and implement a risk management process, including administrative responsibilities and internal control procedures to mitigate risks, and document this risk management process in its Standard Operating Procedures: Grants and Cooperative Agreements, as required by the Federal Assistance Directive.
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of African Affairs document the official Federal award file to indicate the review and approval of the Performance Progress Report within 30 days of receipt, as required by the Federal Assistance Directive, for the Mentorship and Training for the Somali National Army and the African Union Mission in Somalia award (SLMAQM17CA1018) and the Stipends Support for the Somali National Army award (SLMAQM18GR2254).
Recommendation Number

5

Closed Implemented

OIG recommends that the Bureau of Counterterrorism (a) develop and implement a process to verify implementation of its Standard Operating Procedure 20.2 “Review Quarterly Programmatic Report,” which requires Grants Officer Representatives to review quarterly programmatic reports within 30 days of receipt and document their reviews in the official award file, and (b) document the official Federal award file to indicate the review and approval of the Performance Progress Report within 30 days of receipt, as required by the Federal Assistance Directive, for the Somali Law Enforcement: Local Policing award (SLMAQM18CA2066) and the Building an Effective, Fit-for-Purpose Financial Reporting Centre in Somalia award (SLMAQM17CA2025).
Recommendation Number

6

Closed Implemented

OIG recommends that the Grants Officer from the Bureau of Administration, Office of the Procurement Executive, in coordination with the Grants Officer Representative from the Bureau of African Affairs, complete the Award File Checklist and update the official Federal award files with all required documentation for the Mentorship and Training for the Somali National Army and the African Union Mission in Somalia award (SLMAQM17CA1018) and Stipends Support for the Somali National Army award (SLMAQM18GR2254).
Recommendation Number

7

Closed Implemented

OIG recommends that the Grants Officer from the Bureau of Administration, Office of the Procurement Executive, in coordination with the Grants Officer Representative from the Bureau of Counterterrorism, complete the Award File Checklist and update the official Federal award file with all required documentation for the Somali Law Enforcement: Local Policing award (SLMAQM18CA2066).
Recommendation Number

8

Closed Implemented

OIG recommends that the Bureau of African Affairs (a) conduct a review of awards that provide Federal funds to Somali National Army units with participants whose Leahy vetting has lapsed, (b) determine whether any participants received Federal funds while in violation of the Leahy Law, and (c) take corrective actions, as necessary.
Recommendation Number

9

Closed Implemented

OIG recommends that the Bureau of African Affairs develop and implement procedures for the execution of Leahy vetting requirements, to include annual vetting procedures, that are consistent with established Department of State policies.
Recommendation Number

10

Closed Implemented

OIG recommends that the Bureau of African Affairs update the terms of the Stipends Support for the Somali National Army award (SLMAQM18GR2254) to include the “State Department Leahy Vetting Requirements” or coordinate with the Bureau of Administration, Office of Procurement Executive and Bureau of Democracy, Human Rights, and Labor to make alternate arrangements for compliance, in accordance with the Federal Assistance Directive.

444

$15,045,004

134

$0

416

$218,173,822

0

$0

36

$0

0

$0