The audit team also examined the physical safeguards in place at missions to protect classified diplomatic mail. For the seven missions visited, the audit team found that access to mail facilities, classified information and sensitive access was physically restricted and limited to authorized individuals. In an effort to expand the number of missions included in the audit, a checklist inquiring as to the physical safeguards to protect diplomatic mail at missions was sent to seven additional missions.
Remedy Software is an application used by AAG internal staff and clients to process and track diplomatic mail shipments. The system provides an audit trail that can be queried to report on selected information. Its implementation was one of the recommendations of the audit.
Remedy has since been implemented at Headquarters, as well as Washington, Bogota, and Mexico. Another one of the recommendations from the audit was that the Financial Operations SMFF develop written procedures for transferring funds. Guidelines were developed by SMFF in accordance with this recommendation, and were communicated to missions in September SMFF is currently updating these procedures, which will be published on the Intranet, once approved.
The final recommendation of the audit was that the Department provide mission staff with access to similar training, tools and resources as those available at Headquarters. Within GAC, guidance on the diplomatic mail service is primarily provided through the AAG Intranet web page, which includes relevant policies, guidelines, and useful links.
It also includes contact information for the AAG Distribution Center, should employees have any enquiries. The audit team reviewed the PowerPoint presentation that was used for this webinar and concluded that it was clear and comprehensive. As well, diplomatic mail training was also offered in May to Foreign Service Administrative Assistants. Evaluations from this training indicated that participants found it to be useful and understandable. However, interviews with mission staff indicated a disparity in levels of training.
Nine out of fourteen mission employees interviewed indicated that they had not received any formal training on diplomatic mail. It should be noted though that seven out of those nine employees indicated that they had either received on-the-job training or a copy of the PowerPoint presentation used in the AAG webinar.
An example of this need for formal training relates to forms that ensure good control over the bags. The first is a Diplomatic Mail Schedule DMS , which consists of a list of all materials and corresponding barcodes contained inside the diplomatic bag. The second form is the Diplomatic Courier Service Waybill, which lists the serial numbers and weight of each bag included in a shipment. The Waybill is necessary to facilitate border security and customs procedures for the courier while in transit.
For the sample missions, the audit team reviewed the most recent DMS and Waybill produced by the missions. This examination revealed that the majority of documentation was not in compliance with the policy. One out of fourteen missions was not aware that the Waybill was required, and the remaining missions did not fill it out correctly ex. In addition, one CBS responsible for handling diplomatic mail was not aware that the DMS form was required and six missions did not correctly complete the form ex.
AAG is aware of these issues and maintains a non-conformance log with a list of errors made on DMS forms received from missions. In addition to the issues identified by the audit team, AAG has also noted incidents such as missing clerk names, wrong label classification, and missing tracking numbers.
To mitigate this risk, audit team noted that AAG mail clerks review the DMS and Waybill forms and provide feedback to missions in effort to improve the quality of the documentation. The Assistant Deputy Minister, International Platform Branch, should ensure that diplomatic mail training is made mandatory for Management and Consular Officers and any other mission staff responsible for diplomatic mail.
In addition, training packages should be provided to missions to allow them to train new staff after rotations, and to be used as refreshers for current staff. Although the majority of employees interviewed reported having previous experience handling diplomatic mail, certain duties and processes vary from mission to mission, based on the size of the mission and local airport regulations.
The consular bag means the places containing the official mail relating to consular establishment and its functions. The ministries department of foreign affairs of the states with which the Republic of Uzbekistan maintains the diplomatic or consular relations have the right of the free intercourses by means of diplomatic mail; diplomatic and consular establishments of these states in the territory of the Republic of Uzbekistan and in the third countries; and also the international organizations and associations, representations of foreign states which are in the territory of the Republic of Uzbekistan under these organizations if it is provided by international treaties of the Republic of Uzbekistan.
On the basis of reciprocity this right can be extended to transit through the territory of the Republic of Uzbekistan of diplomatic mail of foreign states with which the Republic of Uzbekistan has no diplomatic or consular relations.
The procedure and conditions of transfer properly of the drawn-up diplomatic mail following on regular communication channels without maintenance by the diplomatic courier are determined by special agreements with foreign states.
When implementing the state customs control customs authorities of the Republic of Uzbekistan make only external examination of diplomatic mail and check observance of requirements imposed by the Vienna convention on the diplomatic intercourses of to diplomatic mail. Movement of diplomatic mail and consular bag through customs border of the Republic of Uzbekistan is performed according to Article of the Customs code of the Republic of Uzbekistan.
The service of diplomatic service the MFA of the Republic of Uzbekistan SDS renders services in the Tashkent airport in receipt sending of diplomatic mail load to the diplomatic and equated to them inopredstavitelstvo, accredited in the Republic of Uzbekistan. In the activities the staff of SDS rendering assistance to diplomatic corps in receipt sending of diplomatic pouch load is guided by the Vienna convention on the diplomatic and consular intercourses, the Charter of SDS and this provision.
Work on receipt sending of diplomatic pouch load will be organized by Service of diplomatic service round the clock. Transportation of diplomatic mail load on airfield will be organized according to requirements of the operating "Management for the organization of movement of air vehicles, special transport and means of mechanization in airfields of GA" the order N of The diplomatic and equated to them inopredstavitelstvo beforehand, the corresponding request, inform SDS on arrival of diplomatic pouch load.
So we still use a well-rested driver and courier. The terrorist attacks of Sept. At the same time, the Department of Defense shifted its logistical focus toward supporting overseas combat and counterterrorism operations. This included regularly scheduled military flights to regions with large troop presences—such as Frankfurt, Manama and Seoul— that also overlapped with diplomatic courier hubs.
The military traditionally offered the couriers long-haul transport of pouches on a space-available basis free of charge.
However, with sustained overseas operations, the Defense Courier Service no longer had excess capacity on its aircraft. As a result, the Defense Department began charging for nonmilitary cargo.
The Diplomatic Courier Service researched alternatives and found that in most cases, sensitive cargo could be shipped more cheaply via commercial air cargo carriers such as DHL, FedEx and UPS, on the condition that those carriers allow a diplomatic courier to ride aboard with the aircrew to ensure the cargo remains in U.
Keeping control of sensitive cargo takes teamwork, coordination and backing each other up. When a courier departs, we should have an escort and courier on the tarmac watching the pouches and counting them as they go into the belly of the aircraft.
When that courier boards the plane, we still have someone eyes-on, watching until that cargo door is closed and the plane actually leaves. Our experienced and world-leading secure courier service delivers diplomatic mail around the world for the UK and other governments.
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