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Audit of the Canadian Embassy, Bucharest

(July 2003)

Executive Summary

The Canadian Embassy in Bucharest, Romania was audited from October 4 to15, 2002, covering the General Relations, International Business Development (IBD), Consular and Administration Programs. A previous audit was conducted in 1998. The Consulate in Sofia, Bulgaria, which reports to Bucharest, was also visited, and observations pertaining to that office are included in this report. Also visited during this period was the office in Skopje, Macedonia, and a separate report will be issued for this spoke of Bucharest. This Mission is also responsible for relations with Moldova.

Management of the Mission

This Mission is headed by an experienced Head of Mission (HOM) who is familiar with the region, having previously served in Belgrade, and who is thus sensitive to the relations between the relevant countries. He leads a dedicated and team-oriented group of Program Managers, most of whom have had previous and extensive experience in managing Programs. Current resources in each Program are sufficient to deliver all aspects of operational requirements. Mission planning and objective setting are underway in all Programs as a result of a recent Mission planning retreat. Efforts to improve communications are required to enhance information sharing among Programs and between management and staff.

Management of the Mission - Detailed Report

General Relations Program

This is an active Program providing valuable support to the HOM and appropriate reporting to Headquarters (HQ). The many demands on its resources have necessitated more structured planning efforts to help define and prioritize objectives and specifically to strengthen the Public Affairs Program.

General Relations Program - Detailed Report

International Business Development (IBD) Program

New leadership has brought better cohesion to the IBD Program with greater emphasis on the New Approach and a more proactive agenda that includes broader coverage throughout the area of accreditation. A solid planning process has been initiated and efforts are being made to keep staff up to date and informed of the latest developments, tools and HQ requirements.

IBD Program - Detailed Report

Consular Program

The Consular Program is well managed, with effective services being provided to Canadians. The Program has a work plan in place to guide its operations. There is a need to update the ROCA system, and a full count of the passport blanks on hand is required to ensure the numbers entered into the PMP are accurate.

Consular Program - Detailed Report

Administration Program

The Administration Program is well managed by a very experienced MCO. A detailed work plan exists that has been shared with all staff and approved by the CMM. The Program has successfully upgraded some Staff Quarters and will continue this initiative. More communication is required to keep staff informed regarding progress of the new Chancery project and decisions are required concerning required Official Residence maintenance. Other minor issues are raised relating to finance, human resources and informatics.

Administration Program - Detailed Report

Recommendations And Management Responses

A total of 26 audit recommendations are raised in the report, all addressed to the Mission. Management has responded to each recommendation indicating action already taken or decisions made, as well as future action. Of the 26 recommendations, management has stated that 19 recommendations have been implemented. For each of the remaining seven recommendations, management has indicated the initiatives in progress or the intended future action.

Mission Resources Fact Sheet

Human Resources (FTEs)

ProgramCBSLESTotal
HOM246
General Relations123
IBD134
Development123
Immigration41620
Administration and Consular318.521.5
Total1245.557.5

There are 2 Honorary Consuls: one in Sofia, Bulgaria and one in Skopje, Macedonia

Physical Resources

AssetsOwnedLeased
Chancery01
Annex (on leased land)10
OR01
SQs010*
Vehicles50

*There is one employee-couple at the Mission.

Financial Information (2002-2003)

Operating Budget (N001)$1,736,280
LES Salaries (N012)932,091
CBS Overtime (N011)5,000
Capital (N005)127,400
Total$2,800,771

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Date Modified:
2008-12-01