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Department of State
U.S. Agency for Global Media
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Embassy Addis Ababa should update the memorandum of agreement between the Commander, U.S. Africa Command, and Chief of Mission, Embassy Addis Ababa, for security and force protection of Department of Defense elements and personnel in Ethiopia, in accordance with Department guidelines.
Embassy Addis Ababa should assign an appropriate reviewing officer for all untenured Foreign Service generalist officer evaluations.
Embassy Addis Ababa should document Federal assistance awards in accordance with Department standards.
Embassy Addis Ababa, in coordination with the Bureau of African Affairs and the Bureau of International Information Programs, should implement a formal social media strategy.
Embassy Addis Ababa, in coordination with the Bureau of Administration, should revise and implement the Public Affairs Section’s internal standard operating procedure for grants administration to comply with Department requirements.
Embassy Addis Ababa, in coordination with the Bureau of International Information Programs, should implement annual resource development and program plans for its American Spaces.
Embassy Addis Ababa, in coordination with the Bureau of Educational and Cultural Programs, should acquire and make available a collection of materials to promote the self-study of English at the Col. C. John Robinson American Center.
Embassy Addis Ababa should implement a standard operating procedure for destruction of consular personally identifiable information that complies with Department standards.
Embassy Addis Ababa, in coordination with the Bureau of Consular Affairs and the Bureau of Overseas Buildings Operations, should replace the consular cashier booth door with one that meets Department standards.
The Bureau of African Affairs, in coordination with Embassy Addis Ababa, should send an experienced senior management officer to Embassy Addis Ababa to establish an internal control system that complies with Department standards.
Embassy Addis Ababa, in coordination with the Bureau of Administration, should implement property management internal controls, in accordance with Department standards.
Embassy Addis Ababa should implement a real property management program that is fully compliant with Department requirements.
Embassy Addis Ababa should implement a comprehensive policy outlining the requirements for third-party vehicle liability insurance, in accordance with Department standards.
Embassy Addis Ababa should bring its motor vehicle safety program into compliance with the Department’s Overseas Motor Vehicle Safety Management Program.
Embassy Addis Ababa should update its motor vehicle policy to comply with Department standards and host country laws.
Embassy Addis Ababa should prohibit locally employed staff mechanics from servicing personally owned vehicles on U.S. Government property or with U.S. Government equipment.
Embassy Addis Ababa should bring its Contracting Officer’s Representative files into compliance with Department standards.
The Bureau of Overseas Buildings Operations, in coordination with Embassy Addis Ababa, should implement a plan to address the findings from its 2016 seismic report.
The Bureau of Overseas Buildings Operations, in coordination with Embassy Addis Ababa, should implement a plan to address the embassy’s safety, health, and environmental management deficiencies.
Embassy Addis Ababa should revise and reissue its management policy on the Special Immigrant Visa program to conform with Foreign Affairs Manual standards and invite applicants previously denied to submit new applications.
Embassy Addis Ababa, in coordination with the Bureau of African Affairs, should conduct a detailed and thorough review of locally employed staff position descriptions.
Embassy Addis Ababa, in coordination with the Bureau of Human Resources, should update and translate its Local Employee Handbook in accordance with Department guidance.
Embassy Addis Ababa, in coordination with the Bureau of Human Resources, should implement a system to review and track reimbursements for the local staff medical reimbursement program in accordance with Department guidance.
Embassy Addis Ababa should discontinue its support of the Lake Langano facility, put $74,457 to better use, and require the American Employees’ Recreation Association to assume full responsibility for the operation of the site.
Embassy Addis Ababa should perform Information System Security Officer duties in accordance with Department standards.
Embassy Addis Ababa should conduct annual information technology contingency plan testing of the unclassified and classified networks, in accordance with Department standards.
Embassy Addis Ababa should implement a policy and standard operating procedures that provide oversight of the diplomatic pouch, in accordance with Department standards.
Embassy Addis Ababa should implement standard operating procedures for the authorization, issuance, and tracking of all embassy issued cellular telephones.
Embassy Addis Ababa should stop managing personal internet service for embassy employees and collect $99,324 from employees who had internet service at their residences that was paid by the embassy in FY 2017 and put those funds to better use.
Embassy Addis Ababa should establish a records management program in accordance with Department guidelines.
The Bureau of African Affairs, in coordination with the U.S. Mission to the African Union, should implement mechanisms to obtain and track information on foreign assistance programs supporting the African Union.
The U.S. Mission to the African Union, in coordination with the Bureau of International Information Programs and the Bureau of African Affairs, should revise and implement its social media strategy.
The U.S. Mission to the African Union, in coordination with the Bureau of Administration, should manage grants in accordance with Department standards.
Embassy Guatemala City should track and report to the Department accurate staffing levels needed to plan for the new embassy compound.
Embassy Guatemala City, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should develop and monitor benchmarks for its Bureau of International Narcotics and Law Enforcement Affairs aviation program to improve administrative, technical, and operational capabilities of Guatemala’s aviation operations.
Embassy Guatemala City should document Contracting Officer’s Representative and payment files in accordance with Department standards.
Embassy Guatemala City should complete an annual end-use monitoring plan that includes procedures for monitoring defense articles and ensuring separation of duties.
Embassy Guatemala City should institute internal controls consistent with Department standards for personal property procured by the International Narcotics and Law Enforcement Affairs Section.
Embassy Guatemala City should follow Federal Assistance Directive requirements with respect to monitoring and risk assessments in its Public Affairs Section grants.
Embassy Guatemala City should comply with Department standards for management of the American Space.
Embassy Guatemala City should complete a comprehensive assessment of its warden system and improve the organization and efficiency of warden program operations.
Embassy Guatemala City, in coordination with the Bureau of Human Resources, should complete updates to the local compensation plan.
Embassy Guatemala City should submit its overdue allowance reports to the Bureau of Administration.
Embassy Guatemala City, in coordination with the Bureau of Overseas Buildings Operations, should perform seismic evaluations of its residential properties in accordance with Department standards.
Embassy Guatemala City should perform required annual inspections of all work areas and semi-annual inspections of increased risk work areas and operations in accordance with Department standards.
Embassy Guatemala City should require that all chauffeurs and incidental drivers under Chief of Mission authority comply with applicable Department motor vehicle safety requirements.
Embassy Guatemala City should require that Information Systems Security Officers perform duties specified in Department guidance.
Embassy Guatemala City should require its local Information Technology Configuration Control Board to follow Department guidance.
The Bureau of Diplomatic Security, in coordination with the Bureau of Information Resource Management and Embassy Guatemala City, should audit the embassy’s Sensitive But Unclassified network to ensure it complies with Department standards.
Embassy Guatemala City should inventory, secure, monitor, and register its dedicated internet networks with the Bureau of Information Resource Management.
Embassy Guatemala City should conduct an assessment of the Bureau of International Narcotics and Law Enforcement Affairs’ wireless dedicated internet network based on the National Institute of Standards and Technology Risk Management Framework and implement appropriate controls to protect the information stored on the network.
Embassy Guatemala City should manage its classified and unclassified Active Directory groups in accordance with Department standards.
Embassy Guatemala City should implement standard operating procedures for managing its classified and unclassified networks.
Embassy Guatemala City should conduct annual tests of the information technology contingency plans for unclassified and classified networks in accordance with Department standards.
Embassy Guatemala City should implement a plan for conducting initial and annual refresher information technology contingency training for employees with information technology contingency planning responsibilities.
Embassy Guatemala City should protect its network devices in accordance with the Department standards.
Embassy Guatemala City should relocate the telecommunications demarcation point outside the limited access main telephone frame room.
Embassy Georgetown should implement a process for preparing the annual Statement of Assurance that complies with Department guidance.
Embassy Georgetown should comply with the end-use monitoring, reporting, and record-keeping requirements mandated in Bureau of International Narcotics and Law Enforcement Affairs guidance.
Embassy Georgetown should dispose of Political-Economic Section paper files, in accordance with Department records disposition requirements.
Embassy Georgetown should report public diplomacy program activity through the Public Diplomacy Mission Activity Tracker.
Embassy Georgetown should manage and document grants, in accordance with Department standards.
Embassy Georgetown should establish a warden system, in accordance with Department standards.
Embassy Georgetown should implement a consular crisis preparedness program that complies with Department standards.
Embassy Georgetown should correct line of sight issues in the Consular Section to comply with Department guidance for consular officers to visually monitor all consular operations.
Embassy Georgetown should implement an annual acquisition planning process.
Embassy Georgetown should implement procedures to review and manage its blanket purchase agreements, in accordance with Federal Acquisition Regulations.
Embassy Georgetown should designate, certify, and train Contracting Officer’s Representatives, in accordance with Department standards.
Embassy Georgetown should bring its purchase card program into compliance with Department standards.
Embassy Georgetown should implement policies and procedures for its travel card program, in accordance with Office of Management and Budget guidance.
Embassy Georgetown should clear the outstanding balance on its travel card.
Embassy Georgetown should implement a system to store, issue, and return keys for official vehicles, in accordance with Department standards.
Embassy Georgetown should implement a corrective action plan to bring all professional drivers and incidental operators into compliance with the Department’s Overseas Motor Vehicle Safety Management Program.
Embassy Georgetown should implement standard operating procedures for fuel usage, in accordance with Department standards.
Embassy Georgetown should implement a schedule to ensure the alternate cashier works as the principal cashier, in accordance with Department guidelines.
Embassy Georgetown should implement a process to monitor and track the payment of its invoices in order to comply with the Prompt Payment Act’s implementing regulations and the Foreign Affairs Handbook.
Embassy Georgetown should submit the hardship differential survey to the Office of Allowances, in accordance with Department standards.
Embassy Georgetown should require authorizing officials to approve staff requests for overtime in advance, in accordance with Department guidelines.
Embassy Georgetown should implement a preventive maintenance program, in accordance with Department standards.
Embassy Georgetown should vacate the U.S. Government-owned warehouse and notify the Bureau of Overseas Buildings Operations so it can be sold.
Embassy Georgetown should require that Information Systems Security Officers perform information systems security duties, in accordance with Department guidance.
Embassy Georgetown should update and test the information technology contingency plans, in accordance with Department guidance.
Embassy Georgetown should implement a plan for conducting initial and annual refresher information technology contingency training for employees with information technology contingency planning responsibilities.
Embassy Georgetown should implement standard operating procedures for installing network cabling system components.
Embassy Georgetown, in coordination with the Bureau of Information Resource Management and the Bureau of Western Hemisphere Affairs, should correct the network cabling infrastructure issues.
Embassy Georgetown should implement standard operating procedures for recording and tracking help desk requests for the unclassified and dedicated internet networks.
OIG recommends that the Broadcasting Board of Governors develop and implement a process to update annually policies related to complying with improper payment requirements to reflect changes to Office of Management and Budget Circular A-136.
Embassy Riyadh should implement strategic plans to allocate mission-wide reporting, travel, and representation resources according to Integrated Country Strategy priorities.
Embassy Riyadh should implement the commitments made in its approval for the Department of Energy Office Director position.
Embassy Riyadh should implement a plan to eliminate duplication of the existing responsibilities of the Political/Military and Office of Program Management- Ministry of Interior Sections with the new Senior Defense Official/Defense Attaché position.
Embassy Riyadh should implement standard operating procedures for convening Emergency Action Committee meetings that provide for attendance as required by Department standards.
The Bureau of Consular Affairs, in coordination with Embassy Riyadh and the Bureaus of Diplomatic Security, Intelligence and Research, and Near Eastern Affairs, should establish a process for assessing sensitive security threat information that appropriately addresses the requirements of the no double standard policy in Saudi Arabia.
Embassy Riyadh should seek a legal review and opinion from the Office of the Legal Adviser about whether the Office of Program Management-Ministry of Interior’s U.S. Program Director may use a dedicated Ministry of Interior self-drive vehicle for business and non-official purposes.
Embassy Riyadh should require that Consulate General Dhahran’s Public Affairs Officer report directly to the Consul General and manage a separate Public Affairs Section
The Bureau of Educational and Cultural Affairs should require that a Regional Educational Advising Coordinator visit the Dhahran EducationUSA Advising Center to evaluate and certify its level of service.
Embassy Riyadh should maintain complete State Assistance Management System-Overseas records of its Federal assistance activity in accordance with Department standards and guidance.
Embassy Riyadh should include Grants Officer Representative designation letters in official Federal award files in accordance with Department standards.
Embassy Riyadh should require that the Consulate General Dhahran Public Affairs Officer obtain a grants officer warrant and refer the matter to the Office of Legal Counsel if warranted.
Embassy Riyadh should conduct required audits of adjudicated passport applications in accordance with Department guidance.
Embassy Riyadh should implement nonimmigrant visa referral procedures that conform to Department standards.
Embassy Riyadh should implement procedures that conform to Department standards on the use of U.S. Government telecommunications equipment for personal use, and put $40,296 to better use.
Embassy Riyadh should require supervisors to approve overtime in advance and in writing.
Embassy Riyadh, in coordination with the Bureau of the Comptroller and Global Financial Services, should implement procedures to require U.S. direct-hire employees to comply with Department of State Standard Regulation 532 a)2) and collect overpayments made in cases of non-compliance.
Embassy Riyadh should implement procedures for the use of cash payments, in accordance with Department guidelines.
Embassy Riyadh, in coordination with the Bureau of Near Eastern Affairs, and the Bureau of the Comptroller and Global Financial Services, should reprogram at least one program-funded information management position to an International Cooperative Administrative Support Services-funded position to realize funds put to better use of up to $153,480.
Embassy Riyadh should submit the Retail Price Schedule and Hotel and Restaurant Survey to the Bureau of Administration Office of Allowances.
Embassy Riyadh should update its embassy and consulates general post reports.
Embassy Riyadh should update its Locally Employed Staff Performance Management Policy Guidebook.
Embassy Riyadh should require supervisors to complete locally employed staff performance evaluations on time and hold supervisors accountable for non-compliance.
Embassy Riyadh, in coordination with the Bureau of Human Resources, should determine the per employee cost of the homeward passage benefit and pay it to eligible employees through the payroll system to realize funds put to better use of $361,773.
Embassy Riyadh should require all professional and incidental drivers under chief of mission authority to comply with applicable Department motor vehicle safety training requirements.
Embassy Riyadh should follow required management control procedures for fuel coupons.
Embassy Riyadh should conduct its bulk fuel operations in accordance with Department guidelines.
Embassy Riyadh should complete an annual mission-wide acquisition plan.
Embassy Riyadh should conduct an annual utilization survey of its personal property inventory.
Embassy Riyadh should require that Information Systems Security Officers perform information security duties in accordance with Department guidance.
Embassy Lisbon, in coordination with the Office of the Legal Adviser and the Bureau of Human Resources, should bring the duties and position description, including the title, of the senior Consular Section locally employed staff member into compliance with Department's standards.
Embassy Lisbon should submit its retail price survey to the Bureau of Administration.
The Bureau of Human Resources should respond to Embassy Lisbon’s request for proposed changes to the local compensation plan.
Embassy Lisbon should perform the required annual inspection of all office work areas and semi-annual inspection of increased risk work areas and operations.
Embassy Lisbon should inform all employees and family members assigned to housing with community pools about the hazards and provide them with copies of the Department’s Swimming Pool Safety brochure.
Embassy Lisbon should require that all drivers under Chief of Mission authority comply with applicable Department overseas motor vehicle safety requirements.
Embassy Lisbon should document nonexpendable property transfers in accordance with Department standards.
OIG recommends that the Bureau of Near Eastern Affairs, in accordance with the Baghdad Life Support Services contract SAQMMA13D0120, food services task order SAQMMA14F0721, require PAE Government Services, Inc. and Taylors International Services, Inc. to develop and implement a Hazard Assessment and Critical Control Point plan for each Department site in Iraq.
OIG recommends that the Bureau of Near Eastern Affairs review the Hazard Assessment and Critical Control Point plans developed by PAE Government Services, Inc. and Taylors International Services, Inc. referenced in Recommendation 1. The review should, at a minimum, use the Food and Drug Administration’s Hazard Assessment and Critical Control Point Verification Inspection Checklist to verify that the plans for each site comply with Food and Drug Administration guidance based on Hazard Assessment and Critical Control Point principles. The review should also ensure the plans are revised, as needed, for any deficiencies identified.
OIG recommends that the Bureau of Near Eastern Affairs, within 60 days of its approval of the Hazard Assessment and Critical Control Point plans, incorporate the plans’ requirements into the Baghdad Life Support Service food service inspection checklist.
OIG recommends that the Bureau of Near Eastern Affairs develop and implement food safety training for all current and future personnel assigned to conduct oversight of food services in Iraq, including training on Hazard Analysis and Critical Control Point principles.
OIG recommends that the Bureau of Near Eastern Affairs develop a comprehensive quality assurance surveillance plan for food services task order SAQMMA14F0721 in accordance with Federal Acquisition Regulation 46.4, “Government Contract Quality Assurance” and implement the quality assurance surveillance plan upon the review and approval of the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management. The plan should, at a minimum, include measurable and structured performance standards and align with the key performance indicators and metrics defined in the Baghdad Life Support Services contract.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management review the quality assurance surveillance plan for food services task order SAQMMA14F0721 that is to be developed by the Bureau of Near Eastern Affairs in response to Recommendation 5 and approve it if the quality assurance surveillance plan complies with Federal Acquisition Regulation 46.4, “Government Contract Quality Assurance.”
OIG recommends that the Bureau of Near Eastern Affairs develop a process to verify that monthly Contracting Officer’s Representative file inspections are completed as required and to report instances of Contracting Officer’s Representative non-compliance to the appropriate supervisor, in accordance with its “Contract and COR File Maintenance” standard operating procedures.
OIG recommends that the Bureau of Near Eastern Affairs, in coordination with the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, develop and implement controls to ensure that Contracting Officer’s Representatives enter timely contractor past performance evaluation report narratives into the Contractor Performance Assessment Reporting System so the Contracting Officer can review, sign, and process the contractor performance assessment reports no later than 120 days after the end of the evaluation period.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, determine the allowability of questioned costs of $507,940 OIG identified in Tables 4 and 5 and Appendices B, C, and D as not being in accordance with contract requirements and recover all costs determined to be unallowable.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, determine the allowability of questioned costs of $314,303 OIG identified in Tables 3 and 4 and Appendices B, C, and D as lacking supporting documentation and recover all costs determined to be unallowable.
OIG recommends that the Bureau of South and Central Asian Affairs develop and implement a quality assurance process to track invoice review results and periodically test invoice reviews for accuracy to further ensure the effectiveness of its invoice review process.
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Note: The information includes all open recommendations from reports that were issued October 1, 2014. Potential Monetary Benefits values are as stated in reports—subsequent Department and USAGM management decisions and actions may result in different values.
