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Department of State
U.S. Agency for Global Media
Embassy Kinshasa should update its emergency action plan.
Embassy Kinshasa, in coordination with the Bureau of Consular Affairs, should use Bureau of Consular Affairs, Office of Overseas Citizens Services scorecard standards to assess emergency preparedness readiness for the consular section.
Embassy Kinshasa, in coordination with the Bureau of Diplomatic Security and the Bureau of Overseas Buildings Operations, should equip its Alternate Command Center in accordance with requirements in the Foreign Affairs Handbook.
Embassy Kinshasa, in coordination with the Bureau of International Information Programs, should implement a social media strategy.
Embassy Kinshasa, in coordination with the Bureau of International Information Programs and the Bureau of Educational and Cultural Affairs, should bring the appearance of the Information Resource Center into conformity with Department standards.
Embassy Kinshasa should report to the Management Control Officer the management control violations that created the vulnerabilities exploited by the perpetrators of the purchase card scheme.
Embassy Kinshasa should review the time and attendance records from the 2015 leave year and correct all deficiencies.
Embassy Kinshasa should delineate the time and attendance responsibilities of all employees.
Embassy Kinshasa should implement standard operating procedures to maintain separation of duties among staff working in the management section.
Embassy Kinshasa should create, use, maintain, preserve, and dispose of electronic records in accordance with Department guidance.
Embassy Kinshasa should designate an American officer in the management section to serve as the coordinator for management section operations in Goma.
Embassy Kinshasa should collect outstanding travel advances from all travelers.
Embassy Kinshasa should submit the Retail Price Schedule and Hotel and Restaurant Survey STATE forms (2020, 2021, and 2026) to the Office of Allowances.
Embassy Kinshasa should implement standard operating procedures to require the filing of Post Occupational Safety and Health and Regional Security Officer certifications before a property is acquired and approved for occupancy.
Embassy Kinshasa should implement standard operating procedures that require Information System Security Officers to perform required duties.
Embassy Kinshasa should secure the telephone intermediate distribution frames.
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The Bureau of Diplomatic Security, in coordination with the Office of the Legal Adviser and the Bureau of Human Resources, should establish Memoranda of Understanding for liaison positions.
The Bureau of Diplomatic Security should update the Foreign Affairs Manual to incorporate changes to the guidance on Post Security Program Reviews specific to high threat posts.
The Bureau of Human Resources, in coordination with the Bureau of Diplomatic Security, should undertake a comprehensive review of the structure, management, and manpower needs of the High Threat Programs Directorate and make necessary adjustments.
The Bureau of Administration should • continue to issue guidance, including periodic, regular notices, to Department employees to remind them that the use of personal email accounts to conduct official business is discouraged in most circumstances, • clarify and give specific examples of the types of limited circumstances in which such use would be permissible, and • instruct employees how to preserve Federal records when using personal email accounts.
The Bureau of Administration should amend the Foreign Affairs Manual to reflect the updates to Department recordkeeping systems that provide alternatives to print and file emails that constitute Federal records.
The Office of the Secretary, Executive Secretariat, should work with the Office of Information Programs and Services to conduct an inventory of all electronic and hardcopy files in its custody and evaluate them to determine which files should be transferred to the Office of Information Programs and Services in accordance with records disposition schedules or Department email preservation requirements.
The Office of the Secretary, Executive Secretariat, should work with the Office of Information Programs and Services to improve policies and procedures to promote compliance by all employees within its purview, including the Secretary, with records management requirements. These policies should cover the retirement of records in accordance with records disposition schedules, preservation of email and other electronic records of departing officials, and training of employees on their records preservation responsibilities.
The Office of the Secretary, Executive Secretariat, should work with the Office of Information Programs and Services to ensure that all departing officials within its purview, including the Secretary of State, sign a separation form (DS-109) certifying that they have surrendered all Federal records and classified or administratively controlled documents. In addition, staff should ensure that all incoming officials within its purview, including the Secretary, are thoroughly briefed on their records preservation and retention responsibilities, including records contained on personal email accounts.
The Department’s Transparency Coordinator should work with the Office of Information Programs and Services to develop a quality assurance plan to promptly identify and address Department-wide vulnerabilities in the records preservation process, including lack of oversight and the broad inaccessibility of electronic records.
The Bureau of Information Resource Management should: - issue regular notices to remind Department employees of the risks associated with the use of non-Departmental systems; - provide periodic briefings on such risks to staff at all levels; and - evaluate the cost and feasibility of conducting regular audits of computer system usage to ascertain the degree to which Department employees are following the laws and policies concerning the use of personal email accounts.
The Director General of the Foreign Service and Director of Human Resources should amend the Foreign Affairs Manual to provide for administrative penalties for Department employees who (1) fail to comply with recordkeeping laws and regulations or (2) fail to comply with Department policy that only authorized information systems are to be used to conduct day-to-day operations. The amendment should include explicit steps employees should take if a reasonable suspicion exists that documents are not being preserved appropriately, including a reminder that the Office of Inspector General has jurisdiction to investigate and refer to appropriate authorities suspected violations of records preservation requirements.
OIG recommends that the Bureau of Information Resource Management (a) determine whether the $560,486 in questioned costs related to the Vanguard Information Technology Consolidation Program time and material expenses as identified by OIG are allowable or supported and (b) recover any costs determined to be unallowable or unsupported.
OIG recommends that the Bureau of Information Resource Management develop and implement guidelines specific to the Vanguard Information Technology Consolidation Program that adhere to Department policy, including Procurement Information Bulletin 2014-10, regarding outgoing and incoming Contracting Officer's Representative responsibilities during a Contracting Officer's Representative transfer.
OIG recommends that the Bureau of Administration update the Foreign Affairs Handbook to clarify that the Contracting Officer is ultimately responsible for certifying that the Contracting Officer’s Representative is maintaining contract files properly and verifying the status of those files during any transition of Contracting Officer’s Representatives.
OIG recommends that the Bureau of Information Resource Management develop and implement guidelines requiring the Vanguard Information Technology Consolidation Program Contracting Officer's Representatives and government technical monitors to use SharePoint to maintain all supporting documentation for the Vanguard Information Technology Consolidation Program task orders. Guidelines should include, at a minimum, the type and extent of documentation to be maintained, expectations for timeliness, standardized methods for organizing and naming documents, and guidance on the storage of documentation created prior to the existence of SharePoint.
OIG recommends that the Bureau of Information Resource Management develop and implement training for Vanguard Information Technology Consolidation Program Contracting Officer’s Representatives that clearly outlines the requirements for reviewing various types of invoices including the requirement to confirm contractors meet the labor category requirements specified in Vanguard Program task orders.
OIG recommends that the Bureau of Information Resource Management (a) determine whether the $6,585 in questioned costs related to Vanguard Information Technology Consolidation Program performance incentive payments as identified by OIG are allowable or supported and (b) recover any costs determined to be unallowable or unsupported.
OIG recommends that the Bureau of Information Resource Management (a) formally analyze the cost and benefits of the performance incentive payment for the Vanguard Information Technology Consolidation Program, including the cost of reviewing hundreds of metrics to determine the amount of the performance incentive payments; (b) implement the findings from the cost and benefits analysis; and (c) revise the Vanguard Information Technology Consolidation Program as needed.
OIG recommends that the Bureau of Information Resource Management develop and implement policies and procedures for Contracting Officer's Representatives and government technical monitors to use to validate the calculation of performance incentive payments performed by the Vanguard Information Technology Consolidation Program contractors. As part of this effort, the Bureau should identify opportunities for automation and standardization that would reduce the manual nature of the current process and the time needed to process performance incentive payments.
See Table 4 on page 8, Table 5 on page 9, and Footnote 26 on page 11. Kearney identified $764 as unallowable which the Department recovered during the audit.
OIG recommends that the Bureau of Overseas Buildings Operations' Facilities Management Office, in coordination with Embassy Kabul, take immediate action to: (1) examine the installation of electrical wiring, equipment, and appliances in the New Office Annex and Staff Diplomatic Apartment-1: (2) determine the cause for the objectionable current, and (3) correct the deficiencies.
OIG recommends that the Bureau of Overseas Buildings Operations' Facilities Management Office, in coordination with Embassy Kabul, determine what mitigation measures can be immediately taken to eliminate or reduce risk to personnel occupying the buildings.
OIG recommends that Embassy Kabul, to the extent necessary, inform residents of the existence of objectionable current and the risks associated with it, and provide instructions on how to eliminate or avoid accompanying hazards.
OIG recommends that Embassy Kabul (a) update the embassy’s vehicle inventory systems (Integrated Logistics Management System and Fleet Management Information System) to fully account for all vehicles authorized to access the embassy’s vehicle-fueling system; and (b) establish procedures to periodically review and update the inventory systems.
OIG recommends that once Embassy Kabul updates its vehicle inventory, including all vehicles that fall under Chief of Mission authority, the embassy (a) direct PAE Government Services, Inc., to update the listing of authorized vehicle identification numbers in the vehicle-fueling system; and (b) verify that PAE Government Services, Inc. updated the vehicle-fueling system by periodically testing the system.
OIG recommends that Embassy Kabul (a) direct PAE Government Services, Inc., to reprogram the agency personal identification number to connect the personal identification number to a specific vehicle identification number in the fueling system; and (b) verify that PAE Government Services, Inc., updated the vehicle-fueling system by periodically testing the system.
OIG recommends that Embassy Kabul update its control related to the odometer reading entered into the vehicle-fueling system so that (1) zero cannot be entered as a valid mileage amount and (2) the driver cannot enter an odometer reading that is lower than one previously entered for that vehicle.
OIG recommends that Embassy Kabul update its control specific to the personal badge number entered into the vehicle-fueling system so that only embassy staff with a mission requirement to access fuel are programmed into the fueling system.
OIG recommends that Embassy Kabul procure a new vehicle-fueling system (hardware and software) to replace the current outdated system.
OIG recommends that the Embassy Kabul motor pool manager review and reconcile the vehicle fuel transactions and the vehicle usage reports on a monthly basis to determine if any theft or improper use of fuel has occurred, in accordance with the Foreign Affairs Handbook, 14 FAH-1, H-814.2-2, “Motor Pool Manager Review.”
OIG recommends that Embassy Kabul (a) reconstruct the contract file by completing a thorough search of records to find any additional supporting documentation corresponding to the $1.21 million in unsupported fuel costs; (b) determine if all charges were reasonable, supported, and allowable; and (c) with respect to any amounts not supported or determined to be unreasonable or unallowable, coordinate with the Procurement Executive and take appropriate action.
OIG recommends that Embassy Kabul designate a U.S. Government officer or employee as the receiving clerk to accept the fuel on behalf of the embassy, in accordance with the Foreign Affairs Manual, 14 FAM 413.3(b), "Receiving Responsibility."
OIG recommends that Embassy Kabul relocate the fueling system computer and spare parts storage to a location that meets egress standards outlined in the Fire Protection Guide, Section F-7, "Flammable and Combustible Liquids."
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OIG recommends that the Bureau of Diplomatic Security, International Programs Directorate, Office of Overseas Protective Operations, Facility Protection Division and Operational Support Division provide guidance to all local guard force Contracting Officer's Representatives that underscores the importance of reviewing LGF post orders annually and requires a thorough review of the orders for each guard post to ensure that post orders accurately reflect guards' duties and responsibilities.
The Bureau of Human Resources should update the guides for supervisors of Foreign Service and Civil Service employees so they contain the latest Department guidance on disciplinary issues.
The Bureau of Human Resources should revise the Foreign Service employee evaluation report instructions to include a duty that supervisors address misconduct by subordinates.
The Bureau of Human Resources should implement a standard operating procedure to review delegated authority agreements and establish a mechanism by which the Bureau of Human Resources will evaluate delegated bureaus’ performance in administering personnel actions.
The Bureau of Human Resources should implement a recusal policy for officials in the Bureau of Human Resources and bureaus with delegated authority.
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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.
