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Department of State
U.S. Agency for Global Media
Embassy Tallinn should implement a planning effort that reinforces knowledge of and adherence to mission goals and that includes annual planning sessions and quarterly reviews.
Embassy Tallinn should inform all embassy staff, including locally employed staff, of the unclassified outcome of the planning sessions and reviews.
Embassy Tallinn should arrange for leadership and team-building training for the Ambassador and country team.
The Bureau of European and Eurasian Affairs, in coordination with the Office of the Legal Adviser, should counsel the Embassy Tallinn Ambassador concerning ways to avoid breaches of Department of State rules and regulations.
Embassy Tallinn should update the position descriptions of the locally employed staff in the political/economic section.
Embassy Tallinn, in coordination with the Bureau of European and Eurasian Affairs and the Bureau of Human Resources, should eliminate the Estonian language requirement for the economic-commercial officer position in the next triennial review of the Department of State’s language-designated positions.
Embassy Tallinn, in coordination with the Bureau of European and Eurasian Affairs and the Bureau of Human Resources, should change the Estonian-language proficiency requirement for the political officer position to 3/3 Russian capability in the next triennial review.
Embassy Tallinn should hire a locally employed staff member or eligible family member on a part-time basis to carry out administrative duties in the public affairs section.
Embassy Tallinn, in coordination with the Bureau of European and Eurasian Affairs and the Bureau of Human Resources, should designate the assistant public affairs position as 3/3 Russian-language capability.
Embassy Tallinn should require the deputy chief of mission to perform visa adjudication reviews in accordance with Department of State regulations.
Embassy Tallinn, in coordination with the Bureau of Consular Affairs, should review, update, and test its warden system.
Embassy Tallinn should establish a preventive and routine maintenance program.
Embassy Tallinn should establish a comprehensive memorandum of understanding between Embassy Tallinn and regional facilities support in Helsinki.
Embassy Tallinn should document, safeguard, and retain all documentation related to safety and occupational health.
Embassy Tallinn should establish an embassy safety, health, and environmental management committee.
Embassy Tallinn, in coordination with the Office of Civil Rights, should schedule Equal Employment Opportunity training for all embassy employees.
Embassy Tallinn should designate and train a Federal Women’s Program coordinator and locally employed staff Equal Employment Opportunity liaison.
Embassy Tallinn should establish a comprehensive, missionwide locally employed staff training plan.
Embassy Tallinn should discontinue electronic funds transfer salary payments to official residence staff and require the Ambassador and the deputy chief of mission to pay the official residence staff directly.
Embassy Tallinn should arrange for refresher training on emergency cash payments for the Ambassador.
Embassy Tallinn should communicate the regulations for emergency cash payments to all embassy employees.
Embassy Tallinn should maintain and publish minutes of all International Cooperative Administrative Support Services council meetings.
Embassy Tallinn should establish a standard operating procedure for the entire payment process, including U.S. Department of Defense payments, from voucher examination to certification and final disbursement.
Embassy Tallinn should perform the annual purchase card review for 2014 and then annually as mandated.
Embassy Tallinn should establish standard operating procedures for the property and inventory management functions.
Embassy Tallinn should reduce the regular duty hours of the Ambassador’s and the Marine security detachment’s drivers to 10 hours.
The Bureau of Information Resource Management should conduct an information technology infrastructure remediation project at Embassy Tallinn.
Embassy Tallinn should relocate the information systems center server room to an interior portion of the building, away from areas of frequent use and potential sources of fire or flooding.
Embassy Tallinn should require eServices submissions for the completion of all information management support requests.
Embassy Tallinn should define the business need for its dedicated Internet network and submit a new registration to the Department’s Information Technology Configuration Control Board.
The Bureau of Overseas Buildings Operations, in coordination with Embassy Tallinn, should review the design and construction of mail facilities at Embassy Tallinn and make modifications to improve the safety and efficiency of operations.
Sensitive Information Redacted
Embassy Tallinn should safeguard community liaison office funds in the secure container of another embassy officer.
Embassy Tallinn should limit access to the expendable supply inventory to authorized accountable employees.
Embassy Tallinn should establish procedures whereby someone other than the accountable employee conducts the annual inventory of expendable supplies.
The Office of Civil Rights should adjust personnel resources to match workload and formally seek additional personnel resources.
The Office of Civil Rights, in coordination with the Bureau of Human Resources and the Executive Office of the Executive Secretariat, should formally review the position grades of the attorneys in the Legal Section, the chiefs of the Diversity Management and Outreach and the Intake and Resolution Sections, and the officer in the Customer Service unit in the Office of Civil Rights.
The Office of Civil Rights should complete delinquent performance evaluations.
The Office of Civil Rights, in coordination with the Bureau of Human Resources and the Foreign Service Institute, should mandate periodic harassment training for all Department employees.
The Office of Civil Rights, in coordination with the Bureau of Human Resources and the Foreign Service Institute, should develop an online harassment training course for employees and supervisors to reflect Department rules and regulations.
OIG recommends that the Broadcasting Board of Governors define its grant monitoring structure, formally document the roles and responsibilities of all parties involved in the grant monitoring process, and revise its Grantee Handbook accordingly.
OIG recommends that the Broadcasting Board of Governors develop and implement a comprehensive grant oversight program and revise its Grantee Handbook to document the specific procedures for the grant oversight program.
OIG recommends that the Broadcasting Board of Governors (BBG) develop and implement a training plan for all employees involved in grant oversight as determined in response to Recommendation 1. This training plan should cover both Government-wide requirements for grant oversight and also BBG's internal grants policies and procedures. BBG should revise its Grantee Handbook to include the training plan.
OIG recommends that the Broadcasting Board of Governors (BBG) formally designate a grants analyst to monitor Radio Free Asia. As part of the designation, BBG should ensure that the grants analyst's responsibilities are clearly defined and communicated to that employee.
OIG recommends that the Board of Governors formally designate a high level Broadcasting Board of Governors (BBG) official, such as the Chief Executive Officer, as the official responsible for approving initiatives to improve BBG's grant oversight process.
OIG recommends that the Broadcasting Board of Governors (BBG) ensure that the Board of Governors immediately receives training and guidance on its responsibilities as a Board. This training and guidance should include, but not be limited to, information on Federal requirements for overseeing grantees and BBG's internal grant oversight policies and procedures. The training should also address the Board's responsibilities for ensuring that BBG complies with Federal grants regulations. In addition, BBG should develop a plan to provide refresher training to the Board on its responsibilities annually.
OIG recommends that the Broadcasting Board of Governors (BBG) develop a formal framework describing how Radio Free Asia should use Internet anti-circumvention funds. This framework should describe BBG's priorities for the use of the funds.
OIG recommends that the Broadcasting Board of Governors (BBG) revise the grant agreement with Radio Free Asia (RFA) to provide guidance to RFA on the newly developed framework describing BBG's priorities for the use of the Internet anti-circumvention funds, as determined in response to Recommendation 7.
OIG recommends that the Broadcasting Board of Governors require Radio Free Asia to develop and implement supplemental procurement policies and procedures for Open Technology Fund procurements that comply with Federal procurement requirements for grantees.
OIG recommends that the Broadcasting Board of Governors require Radio Free Asia (RFA) to develop and implement a training plan that ensures that RFA employees involved in the Open Technology Fund procurement process understand the supplemental procurement policies developed in response to Recommendation 9.
OIG recommends that the Broadcasting Board of Governors require Radio Free Asia (RFA) to implement a process to monitor the Open Technology Fund procurement process to ensure compliance with RFA's procurement procedures.
OIG recommends that the Broadcasting Board of Governors direct Radio Free Asia (RFA) to ensure that employees and Advisory Council members comply with RFA's conflict-of-interest requirements.
OIG recommends that the Broadcasting Board of Governors (BBG) develop and implement a process to select Open Technology Fund projects that Radio Free Asia (RFA) will fund. Both BBG and RFA officials should be involved in the selection process.
OIG recommends that the Broadcasting Board of Governors require Radio Free Asia to revise its processes to include an assessment of the continued need for funds that are either unexpended or committed and to take action to deobligate funds that are no longer needed.
OIG recommends that the Broadcasting Board of Governors require Radio Free Asia to annually report on the amount of unused funds.
OIG recommends that the Broadcasting Board of Governors develop and implement a process to oversee Radio Free Asia's unused funds.
OIG recommends that the Broadcasting Board of Governors make a formal determination on the $583,583 in questioned costs related to unused funds at Radio Free Asia identified by OIG.
OIG recommends that the Broadcasting Board of Governors direct Radio Free Asia (RFA) to make and verify that RFA has made the necessary journal entries to correct the funding used for $15,292 in travel costs OIG identified as allowable but where incorrect funds were used.
OIG recommends that the Broadcasting Board of Governors (BBG) make a determination as to whether promotional items, in general, are an appropriate cost for Radio Free Asia (RFA). If BBG does not believe that promotional items are an appropriate RFA cost, BBG should inform RFA that promotional items should not be purchased using grant funds.
OIG recommends that the Broadcasting Board of Governors make a formal determination on the $19,854 in questioned costs related to Radio Free Asia's purchase of promotional items and contributions identified by OIG.
OIG recommends that the Broadcasting Board of Governors (BBG) work collaboratively with Radio Free Asia (RFA) to perform a comparability study of RFA salaries and benefits and determine whether the salaries and benefits offered by RFA violate the requirements of the grant agreement. If they do, BBG should direct RFA to bring salaries and benefits into compliance with the grant agreement.
OIG recommends that the Office of Medical Services develop and issue standardized procedures for overseas Health Units to maintain effective controls and procedures for the ordering, receiving, dispensing, transferring, and disposing of noncontrolled drugs, including vaccines.
OIG recommends that the Office of Medical Services establish procedures for implementing an automated inventory system for pharmaceuticals.
OIG recommends that the Office of Medical Services develop and implement training for Foreign Service medical provider personnel related to pharmacy administration.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management direct CHS Middle East LLC to fully implement an automated inventory control system-which could include bar coding and other internal controls to minimize human error-to accurately record and maintain pharmaceutical and other property inventories.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, (a) determine whether $15,146 for expired visa penalties are allowable under contract SAQMMA11D0073 and (b) recover any costs determined to be unallowable.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, (a) determine whether $6,087,633 in unsupported charges and $685,249 in associated General and Administrative charges are allowable under contract SAQMMA11D0073 and (b) recover any costs determined to be unallowable.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management (a) determine whether overtime charged by the contractor under contract SAQMMA11D0073 and not paid to contractor employees constitutes incurred costs under the Federal Acquisition Regulation; and (b) recover any costs not incurred.
Embassy Riga should reprogram or recreate an additional locally employed staff position in the public affairs section to address the increased need to engage the Russian-speaking community in Riga and other Russian-language regions of Latvia.
Embassy Riga should review, update, and test its warden system.
Embassy Riga should send the political/economic section’s end-of-day report as a record email.
Embassy Riga should request that the Bureau of Consular Affairs eliminate position number 97003025 at Embassy Riga.
Embassy Riga should seek counsel from the Office of the Under Secretary for Management and the Office of the Legal Adviser prior to hosting a donor solicitation reception for the annual July 4th event.
Embassy Riga should request Bureau of Overseas Buildings Operations approval to lease an interim, centrally located designated residence for the Ambassador and terminate the lease on the current residence.
Embassy Riga should hold safety, health, and environmental management committee meetings at least semiannually.
Embassy Riga should establish a comprehensive, missionwide training plan for locally employed staff.
Embassy Riga should establish procedures whereby the designated billing office is named as the addressee on all procurement documents.
Embassy Riga should discontinue paying official residence staff health insurance premiums directly to the insurer and require the chargé, acting deputy chief of mission, and future chiefs of mission to make these payments directly to the employees.
Embassy Riga should provide the alternate cashier with the required cashier training before the temporary designation expires.
Embassy Riga should produce and maintain minutes of all regularly scheduled International Cooperative Administrative Support Services council and budget committee meetings and publish them on the embassy intranet site.
Embassy Riga should account for and record in the Integrated Logistics Management System all surplus materials from the new embassy compound construction project.
Embassy Riga should reorganize the motor pool to improve supervisory oversight of the function.
Embassy Riga should train motor pool staff to use fully the Fleet Management Information System.
Embassy Riga should reconcile fuel receipts with invoices prior to approving payment.
Embassy Riga should request funding from the Bureau of European and Eurasian affairs to replace five International Cooperative Administrative Support Services vehicles that are old and in poor physical condition.
Embassy Riga should submit its hotel and restaurant survey in December of odd-numbered years.
Embassy Riga should hire a local cleared American or eligible family member to assist with classified pouch preparation, courier escort duty, and other information program center duties requiring a cleared American.
Embassy Riga should identify and allocate sufficient space for information systems center equipment storage.
Sensitive Information Redacted
Embassy Riga should enforce the equitable sharing of diplomatic courier escort duty for agencies that use the classified pouch.
The Office of Medical Services should provide Embassy Riga health unit staff with sustained on-site training.
Embassy Riga should require the health unit to advise the human resources section of the results of preemployment medical clearances.
OIG recommends that the Broadcasting Board of Governors establish milestones to implement all open recommendations, to include completion of the acquisition and procurement action plan dated January 2015. For reference, Appendix A contains a list of all open and closed recommendations issued to BBG over the last 3 fiscal years. Open and resolved (but not implemented) recommendations are highlighted.
OIG recommends that the Broadcasting Board of Governors develop a plan to monitor and sustain actions previously taken (i.e. closed recommendations) to address the concerns discussed in this alert.
OIG recommends that U.S. Embassy Tripoli, in accordance with Department of State policies and procedures, formally transfer to U.S. Embassy Tunis the property rights to the 26 armored vehicles currently located at Embassy Tunis.
OIG recommends that U.S. Embassy Tunis, in coordination with the Bureau of Near Eastern Affairs and the Bureau of Diplomatic Security, develop and implement a plan to redistribute and use the 26 U.S. Embassy Tripoli armored vehicles that are currently located at Embassy Tunis after property rights to the vehicles have been transferred by Embassy Tripoli, as specified in Recommendation 1.
Embassy Antananarivo, in coordination with the Bureau of African Affairs, should determine U.S. goals and objectives for Comoros.
Embassy Antananarivo, in coordination with the Bureau of African Affairs, should amend the requirement for a separate Integrated Country Strategy and Mission Resource Request for Comoros and instead incorporate any future resource requests into the Madagascar documents.
Embassy Antananarivo should implement a standard operating procedure for reviewing management controls in each section and submitting relevant supporting documentation to the Chief of Mission before preparing the annual statement of assurance.
Embassy Antananarivo should develop and implement procedures to comply with reporting requirements for the management of grants.
Embassy Antananarivo, in coordination with the Bureau of African Affairs and the Bureau of International Information Programs, should prepare a detailed plan to determine whether to continue its participation in the American Center project.
Embassy Antananarivo should end special treatment for the English Teaching Program and compete future English-teaching grants.
Embassy Antananarivo should disseminate a management notice that informs all employees of Department policy for use of record and nonrecord emails and requires that employees observe the policy.
Embassy Antananarivo should revise public affairs section American officer work requirements statements.
The Bureau of Consular Affairs, in coordination with the Bureau of International Information Programs, should place a message prominently at the top of the Country Specific Information pages for each country in the www.travel.state.gov Web site to advise American citizens to check the applicable embassy Web site for the most recent emergency and security messages for that country.
The Bureau of Consular Affairs, in coordination with the Bureau of International Information Programs, should prescribe consistent naming and placement of emergency and security messages on embassy Web sites.
Embassy Antananarivo should revise and enforce its policy on the use of Government telecommunications equipment for personal use to conform with Department regulations.
Embassy Antananarivo should designate the financial management office as the billing office for all invoices for goods and services.
Embassy Antananarivo should track eligible temporary duty visitors and prepare partial-year invoices for agencies under International Cooperative Administrative Support Services.
Embassy Antananarivo, in coordination with the Bureau of African Affairs and the Bureau of Human Resources, should require all supervisors to complete performance evaluations within the mandated timelines, with provisions for appropriate action for noncompliance.
Embassy Antananarivo should complete the Nomination for Award forms, convene the Joint Country Awards committee, and include approved awards in employees’ official personnel files.
Embassy Antananarivo, in coordination with the Bureau of Human Resources, should update the Comoros local compensation plan and implement required changes to salaries and benefits for locally employed staff.
Embassy Antananarivo should issue, under Chief of Mission signature, a comprehensive motor vehicle policy, including a specific listing and justification of allowable authorized uses.
Embassy Antananarivo should issue a written motor vehicle safety policy that documents the roles and responsibilities related to its motor vehicle safety program.
Embassy Antananarivo should dispose of vehicle 20050024 through competitive sale as soon as possible.
Embassy Antananarivo should develop an annual procurement plan.
Embassy Antananarivo should conduct an annual purchase card review for FY 2014.
Embassy Antananarivo should bring its property management and inventory processes into compliance with regulatory requirements.
Embassy Antananarivo, in coordination with the Bureau of Overseas Buildings Operations, should bring all residences in the housing pool into compliance with Department requirements.
Embassy Antananarivo should test its information technology contingency plan annually in accordance with Department regulations.
Embassy Antananarivo should establish and implement a standard operating procedure so that information systems security officer duties are performed regularly for the networks.
Embassy Antananarivo, in coordination with the Bureau of Administration, should require the Antananarivo Recreation Association to review its operations and revise its business plan to make services self-supporting.
OIG recommends that the Broadcasting Board of Governors (BBG) develop and implement a methodology to strengthen its controls to ensure that BBG obtains and maintains sufficient and complete supporting documentation for payments.
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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.
