An audit of the General Relations, the International Business Development, the Consular and the Administration Programs was conducted in Kingston during the period May 20 to 24, 2002. The previous audit of the Mission was a follow-up audit conducted in March 1994. The Mission is responsible for relations with Jamaica, the Bahamas, Belize, the Cayman Islands and the Turks and Caicos Islands.
The Mission has a strong management team and very capable leadership in the Head of Mission (HOM). The Committee on Mission Management is used to coordinate and monitor activities and anticipate future events. However, a formal Mission plan, as well as individual Program plans, would enhance oversight and accountability. Also, more communication and team building efforts, including a restructured LES Committee, would improve morale and Program integration.
More attention and effort is required in the Public Affairs area. This would require upgrading existing resources and can be accomplished by redistributing the workload between the HOM's Office, Administration and the GR Program and converting the SCY position in the GR Program into LES positions.
The IBD Program under the new Senior Trade Commissioner (STC) has adopted a team approach which has focussed the Program's direction and improved coordination of activities. The Program is following the New Approach providing the six core services to its clients. More effort is required to document plans and to develop targets for outcall activity. Also, HQ support is required to ensure the success of the Program's Virtual Trade Show initiative.
The Consular Program is effectively managed. Continency plans and travel reports have recently been updated and a warden system is in place. Passports and other document assets are adequately secured and accounted for. Consideration needs to be given to establishing an Honorary Consul in the Cayman Islands versus the continuing need for one in the Turks and Caicos Islands. Also the high operating costs of the Bahamas Honorary Consul need to be reviewed.
The Administration Program is well managed and operating effectively. Improvements are required in documenting objectives and priorities and enhancing communications. There is also a need to evaluate the resource configuration of the Program, particularly the roles of the Office Manager and the Property Manager positions. Savings are possible by combining these positions into one Deputy MCO position.
A total of 32 audit recommendations are raised in the report. Of these, 30 are addressed to the Mission and 2 are addressed to Headquarters (HQ). Management has responded to each recommendation indicating action already taken or decisions made, as well as future action. Of the 32 recommendations, management has stated that 15 recommendations have been implemented. For each of the remaining 17 recommendations, management has indicated the initiatives in progress or the intended future action.
|Administration and Consular||2||18||20|
|Operating Budget (N001)||$2,112,432|
|LES Salaries (N012)||1,606,565|
|CBS Overtime (N011)||8,200|