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Audit of the Canadian Embassy, Addis Ababa

(July 2001)

Executive Summary

An audit of the Political, Economic and Public Affairs Program, the International Business Development Program (IBD), Consular and Administration Programs was conducted in Addis Ababa during the period of February 12 to February 16, 2001. The previous audit of the Consular and Administration Programs was conducted in June 1995.

Mission Management

Under the leadership of an experienced Head of Mission (HOM), this is a well-managed Mission with a highly motivated and competent staff. The Mission is accredited to four countries, Ethiopia, Eritrea, Djibouti and Sudan. There is excellent communication and synergy between all programs at the Mission. The Committee structure works well and accountability agreements are in place for all programs except Consular and Administration. With the Office of the Canadian Embassy now open in Khartoum as a Spoke Mission, there is a need to have the roles and responsibilities of each mission formalized in a Hub and Spoke Agreement.

Mission Management - Detailed Report

Political, Economic and Public Affairs Program

The Program is well organized and there is an effective work plan in place. The Program works closely with the Development Section of the Mission. The Third Secretary and Vice-Consul, *** who is the Program Manager, has shown considerable energy and enthusiasm in her initial six months in Addis Ababa. She is working closely with the HOM and together they produce political reports that are considered to be of high quality and very analytical.

Political, Economic and Public Affairs Program - Detailed Report

International Business Development

Despite a very difficult economic environment, the LES Commercial Officer (CO), under the supervision of the Third Secretary and Vice-Consul, displays enthusiasm and initiative in undertaking his responsibilities. The CO is well connected and has a good knowledge of the market. While Ethiopia and the region are not a priority for many Canadian companies, the CO has managed to attract their interest in participating in a large cataloguing show. Some Canadian companies have also had success in this region in securing contracts, some of which is related to the assistance he provided. There is a need for this CO to be trained on the Trade Commissioner's New Approach.

International Business Development - Detailed Report

Consular Program

The Consular Program is well managed. The two Honorary Consuls, one in Eritrea and one in Djibouti are functioning well. The Audit Team is of the opinion that neither the workload nor the duties carried out by the Consular Assistant warrant the retaining of this position.

Consular Program - Detailed Report

Administration Program

The Administration Program is functioning satisfactorily. The MCO arrived at the Mission in the summer of 2000 but because of training and holidays has effectively been on the job for only two months. Her limited time in the position makes it difficult to gauge her performance. Morale at the Mission is very high. The MCO has fostered a good working relationship with the CBS and the LES alike. The development of objectives and formal planning would benefit the management of the Program.

The Program is adequately resourced with the exception of a need for a full-time Systems Administrator (SA). Job descriptions and the organizational chart need adjusting to reflect the actual duties and correct reporting relationships at the Mission. The Mission also needs to reassign the personnel function to a position other than the Accountant's. While the property portfolio is well managed, the Mission will need to develop a good understanding of the local market to enable long term planning. The reporting relationship with Nairobi on financial matters will terminate when the Accountant receives IMS certification, expected in May of 2001.

Administration Program - Detailed Report

Mission Resources Fact Sheet

Human Resources (FTEs)

Program	CBS	LES	TOTAL
HOM	1	5	6
IBD and General Relations	0.9	1	1.9
Development	3	0.6	3.6
Immigration	0.1	2	2.1
Administration and Consular	1	36.4*	37.4
Total	6	45	51