Recommendations

Inspection of Embassy Bamako, Mali

ISP-I-15-11A January 2015

Recommendation Number

1

Closed New Report

Embassy Bamako, in coordination with the Office of Management Policy, Rightsizing, and Innovation, should require United States Africa Command to identify and submit National Security Decision Directive 38 requests to convert all Department of Defense temporary duty positions to permanent ones and deny country clearances to replacement temporary duty personnel pending receipt of requests.
Recommendation Number

2

Closed Implemented

The Bureau of African Affairs, in coordination with the U.S. Office of Foreign Assistance and Embassy Bamako, should identify the total amount of foreign assistance programs and funding managed by Embassy Bamako.
Recommendation Number

3

Closed Implemented

Embassy Bamako should use the contact management database system in the public affairs section, providing training to the staff as needed.
Recommendation Number

4

Closed Implemented

Embassy Bamako should establish a policy of periodically contacting consular managers in U.S. embassies in other countries in the region to identify the types of consular support that Embassy Bamako could receive from those embassies in the event of a crisis in Mali.
Recommendation Number

5

Closed Implemented

Embassy Bamako should perform periodic drills that test the consular staff’s ability to operate emergency communications equipment and access networks during a crisis.
Recommendation Number

6

Closed Implemented

Embassy Bamako should train staff to operate the portable satellite terminals and associated equipment and perform monthly tests of all portable satellite terminals and associated contingency equipment.
Recommendation Number

7

Closed Implemented

Embassy Bamako should conduct periodic unannounced visits to evaluate whether the panel physician is performing medical examinations in accordance with Department of State guidance.
Recommendation Number

8

Closed Implemented

Embassy Bamako, in coordination with the Bureau of Overseas Buildings Operations, should resubmit the rental market survey and analysis of local rental market information from independent sources to reflect current local market rental rates and reconcile differences between real estate market surveys.
Recommendation Number

9

Closed Implemented

Embassy Bamako should issue an administrative notice reminding staff members and agencies of the time and staff requirements involved in securing a new lease, as well as the steps involved in preparing a residence for occupancy, and include this information in its National Security Decision Directive 38 cable.
Recommendation Number

10

Closed Implemented

Embassy Bamako should issue a management notice reminding the staff about the length of time and staff requirements involved in unclassified and secure procurements and that certain types of goods and services cannot be ordered under a continuing resolution.
Recommendation Number

11

Closed Implemented

Embassy Bamako should request, appoint, and train contracting officer’s representatives in accordance with Department of State guidance and include documentation in the contract files.
Recommendation Number

12

Closed Implemented

Embassy Bamako should include in all new contracts the Federal Acquisition Regulation clause 52.222-50 pertaining to trafficking in persons.
Recommendation Number

13

Closed Implemented

Embassy Bamako should conduct a review of its motor vehicle fleet size and composition and modify the size of its motor pool.
Recommendation Number

14

Closed Implemented

Embassy Bamako should complete outstanding employee evaluation reports.
Recommendation Number

15

Closed Implemented

Embassy Bamako should designate the financial management unit as the official billing office on all purchase orders, contracts, and procurement actions.
Recommendation Number

16

Closed Implemented

Embassy Bamako should implement standard operating procedures to require all subcashiers’ supervisors to conduct monthly unannounced cash verifications and to monitor compliance with this requirement.
Recommendation Number

17

Closed Not Implemented

Embassy Bamako should renegotiate its current agreement with authorities at the local bank that holds the U.S. Disbursing Officer’s account to include accommodation exchange for the entire mission.
Recommendation Number

18

Closed Implemented

Embassy Bamako should notify employees of outstanding debts they accrue for personal use of office vehicles and refer any unpaid debts to the Department of State for collection.
Recommendation Number

19

Closed Implemented

Embassy Bamako should implement procedures to maintain and retire official records in accordance with Department of State standards.
Recommendation Number

20

Closed Implemented

Embassy Bamako should install mobile radios in all official vehicles.
Recommendation Number

21

Closed Not Implemented

Embassy Bamako, in coordination with the Bureau of Overseas Buildings Operations, should relocate the information systems center computer room.
Recommendation Number

22

Closed Implemented

Embassy Bamako should update and test the communications appendix in the emergency action plan in accordance with Department of State guidance.
Recommendation Number

23

Closed Implemented $182,950

Embassy Bamako should engage the Government of Mali at an appropriate level to clarify the value added tax percentage and obtain reimbursement for value added tax on fuel.
Recommendation Number

24

Closed Implemented

Embassy Bamako should issue a management notice outlining Department of State policy concerning use of government telecommunications equipment for long-distance calls and personal use and update its cellular telephone policy accordingly.
Recommendation Number

25

Closed Implemented

Embassy Bamako should charge employees for personal phone calls in accordance with Department of State guidance and Embassy Bamako’s cellular telephone policy.
Recommendation Number

26

Closed Implemented

Embassy Bamako should review the list of outstanding travel authorizations and require travelers to submit their delinquent travel vouchers to the financial management office for processing.

Inspection of Embassy Tbilisi, Georgia

ISP-I-15-10A January 2015

Recommendation Number

1

Closed Implemented

Embassy Tbilisi should use record email for the daily official-informal email and other important emailed analysis.
Recommendation Number

2

Closed Implemented

The Bureau of European and Eurasian Affairs should use regular video teleconference sessions to train Embassy Tbilisi’s incoming assistance coordinators.
Recommendation Number

3

Closed Implemented

Embassy Tbilisi should establish a schedule of periodic planning meetings between the Ambassador and the public affairs section.
Recommendation Number

4

Closed Implemented

Embassy Tbilisi should conduct a review to determine whether the Information Resource Center should continue to be funded and implement the result.
Recommendation Number

5

Closed Implemented

Embassy Tbilisi should implement the Department of State’s nonimmigrant visa interview waiver program.
Recommendation Number

6

Closed Implemented

Embassy Tbilisi, in coordination with the Bureau of Consular Affairs, should complete a nonimmigrant visa validation study.
Recommendation Number

7

Closed New Report

Embassy Tbilisi should request the Department of Defense to submit an NSDD 38 request for each of the positions for which the cumulative time at the embassy by sequential temporary duty personnel reaches 12 months.
Recommendation Number

8

Closed Implemented

Embassy Tbilisi, in coordination with the Bureau of the Comptroller and Global Financial Services, should use Global e-Travel for in-country travel and submit claims for processing to the Post Support Unit.
Recommendation Number

9

Closed Implemented

Embassy Tbilisi should designate a new Federal Women’s Program coordinator.
Recommendation Number

10

Closed Acceptable Alternative

Embassy Tbilisi should prepare a written justification under chief of mission signature describing the conditions that require the use of official government vehicles to transport students to and from school.
Recommendation Number

11

Closed Implemented

Embassy Tbilisi, in coordination with the Bureau of Administration, should require the Tbilisi Employee Association to institute the appropriate internal fiscal controls to facilitate proper oversight and management.
Recommendation Number

12

Closed Implemented $9,933

The Bureau of the Comptroller and Global Financial Services should identify and collect overpayment of post allowances from Tbilisi employees who were overpaid.
Recommendation Number

13

Closed Implemented

Embassy Tbilisi should require authorizing officials to approve overtime in advance.

Inspection of Embassy Baku, Azerbaijan

ISP-I-15-09A January 2015

Recommendation Number

1

Closed Implemented

The Bureau of European and Eurasian Affairs, in coordination with the Bureau of Human Resources, should revise the Embassy Baku staffing pattern to reflect FS-02 section chiefs in separate political and economic sections.
Recommendation Number

2

Closed Implemented

Embassy Baku should use record email for the daily summary and important policy discussions to the Bureau of European and Eurasian Affairs.
Recommendation Number

3

Closed Acceptable Alternative

Embassy Baku should complete the position classification process for locally employed staff in the public affairs section.
Recommendation Number

4

Closed Implemented

Embassy Baku should implement the Public Diplomacy Implementation Plan and complete the Public Diplomacy Country Context.
Recommendation Number

5

Closed Implemented

Embassy Baku should hire a locally employed staff member to monitor the public affairs section’s budget.
Recommendation Number

6

Closed Implemented

Embassy Baku should establish a working group to implement a social media strategy that derives content from a broad range of sections.
Recommendation Number

7

Closed Implemented

Embassy Baku should file originals of public affairs grants files in the public affairs section.
Recommendation Number

8

Closed Implemented

Embassy Baku should implement a plan to gain embassywide participation in the selection process for the International Visitor Leadership Program.
Recommendation Number

9

Closed Acceptable Alternative

Embassy Baku should construct a private or semi-private space on the customer side of the planned additional interview window to permit consular customers to discuss sensitive matters with consular staff.
Recommendation Number

10

Closed Implemented

Embassy Baku should require visa applicants to use the Global Support System contractor-operated call center to respond to routine inquiries.
Recommendation Number

11

Closed Implemented

The Bureau of European and Eurasian Affairs, in coordination with the Bureau of Human Resources, should authorize separate human resources officer and financial management officer positions at Embassy Baku.
Recommendation Number

12

Closed Implemented

Embassy Baku should periodically review completed purchase requests and solicit invoices for those that have not been liquidated.
Recommendation Number

13

Closed Implemented

Embassy Baku should run a regular unprocessed transactions report to identify and resubmit any certified vouchers not received at Global Financial Services Bangkok.
Recommendation Number

14

Closed Implemented

Embassy Baku should increase its cashier accommodation exchange hours.
Recommendation Number

15

Closed Implemented

Embassy Baku should discontinue unauthorized use of the Suspense Deposit Abroad account or request an exception from the Office of Financial Policy.
Recommendation Number

16

Closed Implemented

Embassy Baku should establish a mission temporary duty policy in accordance with Department of State guidelines.
Recommendation Number

17

Closed Implemented

Embassy Baku, in coordination with the Bureau of Human Resources, should establish a telework policy and telework agreements for employees, as required.
Recommendation Number

18

Closed Implemented

Embassy Baku should establish a post orientation program for newly hired locally employed staff.
Recommendation Number

19

Closed Implemented

Embassy Baku should submit an updated hotel and restaurant report to the Bureau of Administration.
Recommendation Number

20

Closed Implemented

Embassy Baku should designate a replacement Federal Women’s Program coordinator.
Recommendation Number

21

Closed Implemented

Embassy Baku should update Equal Employment Opportunity postings with the name, telephone numbers, and address of the Equal Employment Opportunity counselor.
Recommendation Number

22

Closed Implemented

Embassy Baku should conduct periodic, unannounced spot checks of expendable and nonexpendable property.
Recommendation Number

23

Closed Implemented

Embassy Baku should conduct an assessment of the warehouse compound to determine what noncapital projects should be submitted to the Bureau of Overseas Buildings Operations for funding.
Recommendation Number

24

Closed Implemented

Embassy Baku should require the Baku Employee Association to submit the annual audit report of its financial statements and management letter to the Bureau of Administration, Office of Commissary and Recreation Affairs.
Recommendation Number

25

Closed Implemented $11,645

Embassy Baku should refer any delinquent outstanding bills to the Bureau of the Comptroller and Global Financial Services for collection.
Recommendation Number

26

Closed Implemented $11,908

The Bureau of the Comptroller and Global Financial Services should identify and collect overpayment of post allowances from Embassy Baku employees who received overpayments.

Inspection of Embassy Niamey, Niger

ISP-I-15-08A January 2015

Recommendation Number

1

Closed Implemented

Embassy Niamey should schedule regular foreign assistance working group meetings of Washington, regional, global, and mission agencies to review ongoing assistance programs and activities.
Recommendation Number

2

Closed New Report

Embassy Niamey, in coordination the Office of Management Policy, Rightsizing, and Innovation, should require U.S. Africa Command to identify and submit National Security Decision Directive 38 requests for all Department of Defense temporary duty positions that should be converted to permanent positions and deny country clearances to incoming temporary duty personnel identified to fill those positions.
Recommendation Number

3

Closed Implemented

Embassy Niamey should develop and implement a plan with specific milestones to transfer responsibility for administrative support services for personnel under the authority of the combatant commander to the Department of Defense.
Recommendation Number

4

Closed Implemented

Embassy Niamey should withhold approval for future Federal Bureau of Investigation requests to send temporary duty attachés to Niamey until the Federal Bureau of Investigation submits a request to establish the position as permanent.
Recommendation Number

5

Closed Implemented

The Bureau of African Affairs, in coordination with the U.S. Office of Foreign Assistance and Embassy Niamey, should identify the total amount of foreign assistance programs and funding managed by Embassy Niamey
Recommendation Number

6

Closed Implemented

Embassy Niamey should designate and train primary and backup coordinators for the Leahy vetting program.
Recommendation Number

7

Closed Acceptable Alternative

The Bureau of African Affairs, in coordination with the Bureau of Overseas Buildings Operations and Embassy Niamey, should identify funding and space to move the public affairs section onto the embassy compound.
Recommendation Number

8

Closed Implemented

Embassy Niamey should designate the Information Resource Center director as grants officer representative for all American Corners grants.
Recommendation Number

9

Closed Implemented

Embassy Niamey should implement procedures to comply with grants directives the Department’s Federal Assistance Division publishes.
Recommendation Number

10

Closed Implemented

Embassy Niamey should conduct regular liaison activities with Department of Defense personnel and develop joint standard operating procedures for dealing with crises.
Recommendation Number

11

Closed Implemented

The Bureau of Consular Affairs should expedite Embassy Niamey’s approval for enrollment into the Pre-Approved Security Message Plan.
Recommendation Number

12

Closed Implemented

The Bureau of Consular Affairs should repair the systems problem that creates artificially long wait times for visa appointments on the online appointment system.
Recommendation Number

13

Closed Implemented

Embassy Niamey should implement procedures for a panel physician to perform tuberculosis screening of immigrant visa applicants, in accordance with Department of State guidance.
Recommendation Number

14

Closed Implemented

The Bureau of Overseas Buildings Operations should conduct a cost benefit analysis to determine the most operationally practical and cost-effective way to phase out the Embassy Niamey construction contract and implement the result.
Recommendation Number

15

Closed Implemented

Embassy Niamey should designate a contracting officer’s representative to oversee the mobile telephone and virtual private network contracts.
Recommendation Number

16

Closed Implemented

Embassy Niamey should modify its personal property management procedures to enter repair costs in personal property files, in accordance with Department of State regulations.
Recommendation Number

17

Closed Implemented

Embassy Niamey should obtain from each resident of embassy housing a signed statement of receipt and condition of residential household inventory.
Recommendation Number

18

Closed Implemented

Embassy Niamey should modify its motor vehicle procedures to enter all repair costs related to maintaining a vehicle, in accordance with Department of State regulations.
Recommendation Number

19

Closed Implemented

Embassy Niamey should review cashier files for missing documents and comply with Department of State guidelines.
Recommendation Number

20

Closed Implemented

Embassy Niamey should require that all subcashier supervisors conduct unannounced cash verifications and monitor compliance, in accordance with Department of State regulations.
Recommendation Number

21

Closed Implemented

Embassy Niamey should require the subcashier responsible for collecting English-language fees to make daily deposits.
Recommendation Number

22

Closed Implemented

Embassy Niamey should provide a safe that is exclusively under the subcashier’s control.
Recommendation Number

23

Closed Implemented

Embassy Niamey should establish an accounts receivable system for tracking and billing staff members’ personal expenses, including personal phone calls.
Recommendation Number

24

Closed Implemented

Embassy Niamey should publish a management notice explaining procedures for billing embassy employees.
Recommendation Number

25

Closed Implemented

Embassy Niamey should establish an action plan for the human resources unit that identifies priorities, assigns responsibilities, and establishes milestones for completing goals.
Recommendation Number

26

Closed Implemented

Embassy Niamey, in coordination with the Bureau of Human Resources, should update its locally employed staff handbook.
Recommendation Number

27

Closed Implemented

Embassy Niamey should issue an administrative notice to mission staff, outlining responsibility for ensuring that employee position descriptions are accurate.
Recommendation Number

28

Closed Implemented

Embassy Niamey should update locally employed staff position descriptions and reclassify them accordingly.
Recommendation Number

29

Closed Implemented

Embassy Niamey, in coordination with the Bureau of Administration, should implement procedures to maintain and retire official records in accordance with Department of State standards.
Recommendation Number

30

Closed Implemented

Embassy Niamey should perform monthly tests on all portable satellite terminals and associated contingency equipment.
Recommendation Number

31

Closed Implemented

Embassy Niamey should train locally employed staff members to operate and maintain portable satellite terminal and associated contingency equipment.
Recommendation Number

32

Closed Implemented

Embassy Niamey should require the alternate information systems security officer to attend refresher information assurance training.
Recommendation Number

33

Closed Implemented

Embassy Niamey should install mobile radios in all official vehicles.
Recommendation Number

34

Closed Implemented

Embassy Niamey, in coordination with the Bureau of Information Resource Management, should install fixed cellular gateways.
Recommendation Number

35

Closed Implemented

Embassy Niamey should submit a new justification for its consumables weight allowance.

Inspection of Embassy Yerevan, Armenia

ISP-I-15-07A January 2015

Recommendation Number

1

Closed Implemented

Embassy Yerevan should use record email for the daily Yerevan Early Report and other important emailed analyses when these contain information that would benefit the historical record.
Recommendation Number

2

Closed Implemented

Embassy Yerevan, in coordination with the Bureau of International Narcotics and Law Enforcement, should arrange for the two International Narcotics and Law Enforcement locally employed staff members to take the next available training to renew their grants officer representative and contracting officer’s representative certifications.
Recommendation Number

3

Closed Implemented

Embassy Yerevan should develop and implement a public affairs action plan to achieve mission goals.
Recommendation Number

4

Closed Implemented

Embassy Yerevan should include required documentation in grants files.
Recommendation Number

5

Closed Implemented

Embassy Yerevan should train the two locally employed cultural specialists as grants officer representatives.
Recommendation Number

6

Closed Not Implemented

Embassy Yerevan should reprogram one Information Resource Center locally employed staff position to work on other public affairs tasks.
Recommendation Number

7

Closed Implemented

Embassy Yerevan should implement the worldwide referral policy and mandate that all visa case advocacy and assistance be handled through the referral system.
Recommendation Number

8

Closed Implemented

Embassy Yerevan, in coordination with the Bureau of Consular Affairs, should establish a standard referral policy briefing and mandate strict compliance with the policy.
Recommendation Number

9

Closed Implemented

Embassy Yerevan should ship all nonimmigrant visa records more than 3 years old to the Kentucky Consular Center.
Recommendation Number

10

Closed Implemented

Embassy Yerevan should discontinue the practice of having the fraud prevention investigator prescreen nonimmigrant visa applications.
Recommendation Number

11

Closed Implemented

Embassy Yerevan should create a consular coordination and outreach team to develop and coordinate strategies and policies for communications to the public and other outside consumers.
Recommendation Number

12

Closed Implemented

Embassy Yerevan should implement procedures that require visa applicants to use the contractor-operated call center to answer routine visa inquiries.
Recommendation Number

13

Closed Implemented

Embassy Yerevan, in coordination with the Bureau of Consular Affairs, should update and test the warden system.
Recommendation Number

14

Closed Implemented

Embassy Yerevan should schedule administrative days at least once a month for ongoing consular staff training and professional development.
Recommendation Number

15

Closed Implemented

Embassy Yerevan should implement means to protect visa applicants who wait outside the embassy compound in harsh weather conditions.
Recommendation Number

16

Closed New Report

Embassy Yerevan should discontinue electronic funds transfer salary payments to official residence staff.
Recommendation Number

17

Closed Implemented

Embassy Yerevan should discontinue payments of residential landline bills and collect monies owed for unpaid bills.
Recommendation Number

18

Closed Implemented

Embassy Yerevan should implement a written policy for transporting cash.
Recommendation Number

19

Closed Implemented

Embassy Yerevan, in coordination with the Foreign Service Institute, should provide customer service training to International Cooperative Administrative Support Services employees.
Recommendation Number

20

Closed Implemented

Embassy Yerevan should conduct an annual review of position descriptions to validate the classification and make modifications, as necessary.
Recommendation Number

21

Closed Implemented

Embassy Yerevan should post the International Cooperative Administrative Support Services uniform services standards on the embassy’s SharePoint site, and offices should review their performance against the standards.
Recommendation Number

22

Closed Implemented

Embassy Yerevan should require the International Cooperative Administrative Support Services customers to certify the receipt of services in Ariba.
Recommendation Number

23

Closed Implemented

Embassy Yerevan should provide cover protection for the armored vehicles in the vehicle fleet.
Recommendation Number

24

Closed Implemented

Embassy Yerevan should determine whether to cancel or revise the current memorandum of understanding with Globe Travel services.
Recommendation Number

25

Closed Implemented

Embassy Yerevan should require the safety, health, and environmental committee to hold meetings on a semiannual basis.
Recommendation Number

26

Closed Implemented

Embassy Yerevan should update the information technology local staff position descriptions.
Recommendation Number

27

Closed Implemented

Embassy Yerevan should test its information technology contingency plan in accordance with Department of State guidance.
Recommendation Number

28

Closed Implemented

Embassy Yerevan should update the information resource management section’s SharePoint site.
Recommendation Number

29

Closed Implemented

Embassy Yerevan should request formal approval from the Office of the Legal Adviser and the Bureau of European and Eurasian Affairs for the Ambassador to participate in Helping Hands.
Recommendation Number

30

Closed Implemented

Embassy Yerevan, in coordination with the Bureau of Administration, should add Helping Hands to the American Embassy Yerevan Employee Association’s charter or disband the organization.
Recommendation Number

31

Closed Implemented

The Bureau of the Comptroller and Global Financial Services should collect overpayments of Embassy Yerevan post allowances.

Management Assistance Report-Grant Improprieties by Nour International Relief Aid

AUD-CG-15-19 January 2015

Recommendation Number

1

Closed Implemented $80,000

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management determine the allowability of contractor fees that were not part of the grant’s authorized budget, direct Nour International Relief Aid to refund the Department any costs determined to be unallowable, and verify that funds have been refunded.
Recommendation Number

2

Closed Implemented $1,504,151

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management determine the allowability of the $1,504,151 in costs incurred for items procured beyond the Notice of Award, direct Nour International Relief Aid to refund the Department any costs determined to be unallowable, and verify that funds have been refunded.
Recommendation Number

3

Closed Implemented $29,799

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management determine the allowability of $29,799 in unsupported costs that were withdrawn from the Payment Management System without providing the Department support of its expenses, direct Nour International Relief Aid to refund the Department any costs determined to be unallowable, and verify that funds have been refunded.

Management Assistance Report-Concerns With the Oversight of Medical Support Service Iraq Contract No. SAQMMA11D0073

AUD-MERO-15-20 December 2014

Recommendation Number

1

Closed Implemented

OIG recommends that U.S. Embassy Baghdad include in its minimal staffing list Contracting Officer’s Representative and Assistant Contracting Officer’s Representative positions, as appropriate, to provide onsite contract oversight from Baghdad and assist in the administration of the $1 billion Medical Support Service Iraq contract.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Administration, in coordination with U.S. Embassy Baghdad, designate a qualified Contracting Officer’s Representative and Assistant Contracting Officer’s Representatives for the Medical Support Service Iraq contract, as appropriate, to provide onsite contract oversight from Baghdad and safeguard taxpayer funds and the interests of the Department.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Administration communicate to U.S. Embassy Baghdad (a) the identities of the designated Contracting Officer’s Representative and Assistant Contracting Officer’s Representatives authorized by the Contracting Officer to direct CHS Middle East, LLC (CHS); (b) guidance to embassy staff to ensure all direction provided to CHS is through these authorized personnel only; and (c) the consequences and penalties for embassy staff engaging in unauthorized contractor commitments.

Review of the Department of State Disciplinary Process

ISP-I-15-04 December 2014

Recommendation Number

1

Closed New Report

The Bureau of Human Resources should update the guides for supervisors of Foreign Service and Civil Service employees so that they contain the latest Department of State guidance on disciplinary issues.
Recommendation Number

2

Closed New Report

The Bureau of Human Resources should regularly publicize the results of disciplinary actions, including statistics regarding numbers of Foreign Service and Civil Service employees disciplined, the penalties imposed, the prevalent types of misconduct, and trends, in a manner that respects the privacy of personally identifiable information.
Recommendation Number

3

Closed New Report

The Bureau of Human Resources should conduct a survey of supervisors and employees to determine their perceptions of the disciplinary system and to shape an action plan for addressing what impediments may exist to dealing more effectively with misconduct within the Department of State.
Recommendation Number

4

Closed New Report

The Bureau of Human Resources should reissue guidance concerning every supervisor’s responsibility to identify misconduct and take corrective action.
Recommendation Number

5

Closed New Report

The Bureau of Human Resources should revise the Decision Criteria for Tenure and Promotion in the Foreign Service to include the responsibility to deal with misconduct.
Recommendation Number

6

Closed New Report

The Bureau of Human Resources should establish a written standard operating procedure that requires the deciding official to provide a decision letter that documents fully the reasons for the decision, including the proposal, the discussion of the Douglas Factors, and the consideration given to the employee’s statements and submissions.
Recommendation Number

7

Closed New Report

The Bureau of Human Resources should complete the full implementation of the Grievance, Appeals, and Disciplinary Tracking and Reporting System.
Recommendation Number

8

Closed New Report

The Bureau of Human Resources should establish and implement a procedure to oversee the performance of bureaus with delegated disciplinary authority, revising agreements as required and establishing reporting and evaluation mechanisms.
Recommendation Number

9

Closed New Report

The Bureau of Human Resources should institute a standard recusal process for personnel involved in implementing the disciplinary process, including those in the delegated bureaus, to affirm independence and identify any potential personal and external impairments to independence on the part of those who may influence the outcome of a disciplinary action.

Inspection of Embassy Abidjan, Côte d’Ivoire

ISP-I-15-05A December 2014

Recommendation Number

1

Closed Implemented

Embassy Abidjan should eliminate the daily political/economic press highlights report.
Recommendation Number

2

Closed Implemented

Embassy Abidjan should implement procedures to comply fully with applicable grants policy directives published by the Department of State’s Federal Assistance Division.
Recommendation Number

3

Closed Implemented

Embassy Abidjan should provide training for additional staff members to act as grants officer representatives in accordance with the subject matter of the grants.
Recommendation Number

4

Closed Implemented

Embassy Abidjan should perform periodic drills that test consular staff members’ ability to operate emergency communications equipment and access networks during a crisis.
Recommendation Number

5

Closed Implemented

Embassy Abidjan should establish working agreements with U.S. embassies in neighboring countries that identify the types of consular support that Embassy Abidjan could receive from and provide to those embassies in the event of a crisis in Côte d’Ivoire or the region.
Recommendation Number

6

Closed Implemented

Embassy Abidjan should provide a means by which the accountable consular officer can observe the consular subcashier at work in the cashier booth.
Recommendation Number

7

Closed Implemented

Embassy Abidjan, in coordination with the Bureau of Overseas Buildings Operations, should provide a counter at a consular service window that is at an appropriate height for customers in wheelchairs.
Recommendation Number

8

Closed Implemented

Embassy Abidjan should implement a plan to set performance goals for the International Cooperative Administrative Support Services system service providers using uniform service standards information.
Recommendation Number

9

Closed Implemented

The Bureau of Overseas Buildings Operations, in coordination with Embassy Abidjan, should schedule a recommissioning project to identify and address construction issues in the chancery and associated buildings.
Recommendation Number

10

Closed Implemented

The Bureau of African Affairs, in coordination with Embassy Abidjan, should send temporary duty support to help the embassy prepare a staffing realignment plan in coordination with the 2015 rightsizing study.
Recommendation Number

11

Closed Implemented

Embassy Abidjan should establish and distribute administrative policies related to official vehicles, sale of employee personal property, housing, and other areas required by regulation.
Recommendation Number

12

Closed Implemented

Embassy Abidjan should review the temporary quarters subsistence paid vouchers, recalculate the allowance, and collect any overpayment from U.S. direct-hire employees.
Recommendation Number

13

Closed Implemented

Embassy Abidjan should publish a management notice on the temporary quarters subsistence allowance and distribute it to all embassy staff.
Recommendation Number

14

Closed Implemented

Embassy Abidjan should maintain an accurate and up-to-date electronic spreadsheet to log and track invoice payments.
Recommendation Number

15

Closed Implemented

Embassy Abidjan should establish written standard operating procedures for the value-added tax exoneration process, including logging in invoices, preparing the requests, and providing all completed documentation to vendors.
Recommendation Number

16

Closed Implemented

Embassy Abidjan should authorize a sufficient advance to the alternate cashier to sustain cashier operations during absences of the principal cashier.
Recommendation Number

17

Closed Implemented

Embassy Abidjan should negotiate short-term leases with a minimum term of 5 years to the maximum extent practicable.
Recommendation Number

18

Closed Implemented

Embassy Abidjan should establish a lifecycle replacement plan for its motor vehicle fleet.
Recommendation Number

19

Closed Implemented

Embassy Abidjan, in coordination with the Bureau of Overseas Buildings Operations, should prepare a request to the Department of State identifying options and alternatives for replacing the existing government-owned warehouse.
Recommendation Number

20

Closed Implemented

Embassy Abidjan should implement off-site backup tape storage for the classified network system.
Recommendation Number

21

Closed Implemented

Embassy Abidjan, in coordination with the Bureau of Overseas Buildings Operations, should install an emergency power-off control outside the computer server room at the warehouse.
Recommendation Number

22

Closed Implemented

Embassy Abidjan, in coordination with the Bureau of Administration, should implement procedures to maintain and retire official records in accordance with Department of State standards.
Recommendation Number

23

Closed Implemented

Embassy Abidjan should require political/economic section staff to store their completed work documents in the section’s common-use folders.
Recommendation Number

24

Closed Implemented

Sensitive Information Redacted
Recommendation Number

25

Closed Implemented

Embassy Abidjan should perform monthly tests of the portable satellite terminal and associated contingency equipment.
Recommendation Number

26

Closed Implemented

Embassy Abidjan should train applicable locally employed staff to operate and maintain the portable satellite terminal and associated contingency equipment.
Recommendation Number

27

Closed Implemented

Embassy Abidjan, in coordination with the Bureau of Information Resource Management, should update and test the communications appendix in the emergency action plan in accordance with Department of State regulations.
Recommendation Number

28

Closed Implemented

Embassy Abidjan should use electronic property management recordkeeping for all personal property transactions.
Recommendation Number

29

Closed Implemented

Embassy Abidjan should implement written standard operating procedures for property management.
Recommendation Number

30

Closed Implemented

Embassy Abidjan should require that all subcashier supervisors conduct the monthly or quarterly unannounced cash verifications and monitor compliance with this requirement.
Recommendation Number

31

Closed Implemented

Embassy Abidjan should update its 2007 Accounts Receivable Administrative Notice to explain the process for billing employees and remind employees of their responsibility to pay their debts, distribute this notice to embassy staff, and include it as part of the new employee check-in process.
Recommendation Number

32

Closed Implemented

Embassy Abidjan should establish a manual filing system to track and bill embassy employees for their personal telephone charges.
Recommendation Number

33

Closed Implemented $3,900

Embassy Abidjan should collect unpaid employee debts and refer any uncollectable debts to the Bureau of the Comptroller and Global Financial Services.
Recommendation Number

34

Closed Implemented

Embassy Abidjan should request via front channel cable permission from the Bureau of African Affairs to operate an embassy boat.
Recommendation Number

35

Closed Implemented

Embassy Abidjan, in coordination with the Bureau of Human Resources and the Bureau of Administration, should expedite the review and award of a bridge contract to continue the locally employed staff’s health and life insurance coverage.
Recommendation Number

36

Closed Implemented

Embassy Abidjan should issue a policy on performance of official travel that includes procedures for use of restricted economy class tickets, contract fare use, and cost-constructive travel.

Follow-up Audit of Nonproliferation and Disarmament Fund Controls Over Contracting and Project Management and Integrity of Financial Data

AUD-FM-15-18 December 2014

Recommendation Number

1

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund provide contracting officer representatives a written notification of the requirement to complete the Certification of Deliverables form.
Recommendation Number

2

Closed Acceptable Alternative

OIG recommends that the Nonproliferation and Disarmament Fund update its policy on the use of notwithstanding authority to require that the specific provisions within the laws and regulations for which the authority is used be identified and documented and, if practicable, add additional fields in its information management system to align documentation requirements with the current policy.
Recommendation Number

3

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund (NDF) develop and implement a plan to train all NDF staff on how to use the functionality of its information management system to manage projects.
Recommendation Number

4

Closed Acceptable Alternative

OIG recommends that the Nonproliferation and Disarmament Fund develop and implement a control to demonstrate that project managers are monitoring and documenting project progress in a timely manner. For example, project managers could be required to document the reason for the lack of progress if "Next Actions" are not updated for 3 consecutive months.
Recommendation Number

5

Closed Acceptable Alternative

OIG recommends that the Nonproliferation and Disarmament Fund add a date field in the "Next Actions" area of the information management system to assist the Chief of Operations in monitoring project progress.
Recommendation Number

6

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund assess the existing procedures for entering project schedule and deliverable information into the information management system and determine whether the procedures are the most efficient and effective manner to monitor project schedule.
Recommendation Number

7

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund revise its document maintenance and retention guidelines to provide clear instructions on how and where to store all required project-related documents.
Recommendation Number

8

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund develop standard timeframes for the project closeout processes that occur prior to the submission of the Action Memo and implement a policy to document that these timeframes are met or delays are explained.
Recommendation Number

9

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund (NDF) develop and implement a) an automated process to reconcile financial data in its information management system to the financial data in the Global Financial Management System on a periodic basis and b) requirements for documenting and reviewing the reconciliation. If an automated process is not possible, NDF should develop a manual process that captures all transactions in both systems over a period of time.
Recommendation Number

10

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund revise its policies regarding the contracting process when donated funds are used to require that the funds are recorded to a separate contract line item number.
Recommendation Number

11

Closed Implemented

OIG recommends that the Nonproliferation and Disarmament Fund develop and implement a process to review annually the permissions of information management system users and verify that all users have only one profile and the privileges of that profile are consistent with their assigned job functions and responsibilities as documented in the April 2013 user access matrix.

452

$15,045,004

137

$0

423

$190,873,822

0

$0

36

$0

0

$0