UNCLASSIFIED (U)

14 FAH-5 H-200
diplomatic post office (DPO) ROLES AND RESPONSIBILITIES

14 FAH-5 H-210

dpo Postal officer

(CT:DPO-21; 05-15-2018)
(Office of Origin: A/LM)

14 FAH-5 H-211 duties of A postal officer

(CT:DPO-21; 05-15-2018)

The postal officer (PO) must be a direct-hire, SECRET-cleared U.S. citizen employee, designated in writing by the Official Mail Manager (OMM) of the Department. The scope of duties are outlined but not limited to the duties listed herein.

14 FAH-5 H-211.1 Agreements

(CT:DPO-6; 05-12-2017)

The designated PO must:

(1) Make arrangements with host governments, as required, to permit State personnel to conduct DPO operations in host countries, including:

(a) Receive and dispatch mail at designated airports; and

(b) Organize formal support agreements at the post level and conduct annual reviews of existing agreements to ensure relevancy;

(2) Coordinate with the Office of the Legal Adviser (L) and the Office of Diplomatic Pouch and Mail (DPM) before entering into any formal support agreements for postal support; and

(3) Coordinate postal support, DPO activations, and closures with DPM.

14 FAH-5 H-211.2 DPO Operations

(CT:DPO-21; 05-15-2018)

a. The PO ensures that the DPO operates in accordance with applicable U.S. Code provisions, as well as USPS and Department policy to:

(1) Ensure all mail is prepared for delivery within 24 hours of receipt;

(2) Deliver and record mail properly in the Integrated Logistics Management System (ILMS) DPO module;

(3) Ensure that mail security is appropriate, including protection of mail, postal effects, and access to mail work areas (see Guide to Mail Center Security);

(4) Meet both USPS and the Departments personally identifiable information (PII) protection requirements;

(5) Meet requirements for local last mile transportation in a timely manner;

(6) Ensure consistent task performance and continuity when personnel are absent or rotate;

(7) Ensure personnel who handle U.S. mail understand and comply with current departmental and postal directives;

(8) Establish and maintain customer directory files in ILMS;

(9) Perform daily directory services on all Undeliverable as Addressed (UAA) mail;

(10) Meet at least quarterly with local postal, customs, and airport officials to ensure continuity and to address problems or issues that may arise with mail arriving or departing the airport. Take meeting minutes describing the events of the meeting and retain written records in the file at post;

(11) Serve as the primary point of contact for DPO inquiries at post, and forward inquiries to DPO-Answerperson_MB@state.gov;

(12) Ensure the mailroom staff understands and meets the requirements outlined in 14 FAM 763;

(13) Ensure the mailroom facility has all needed equipment and functions properly in the Mail for Dispatch designated area, see 14 FAH-5 H-121.2, subparagraph b(6);

(14) Coordinate with DPM before procuring additional mailroom equipment (e.g., kiosk, scanner, meter machine, etc.);

(15) Perform weekly verifications of ILMS generated consignments (AV-7) documentation and verify the accuracy of data entered into ILMS (see 14 FAH-5 H-522);

(16) Inform all users of the mailroom policies and procedures outlined in 14 FAM 760 and 14 FAH-5 to ensure that abuse of the Departments mail and messenger services does not occur;

(17) Report fraud, waste, and abuse of personal mail to the RSO and DPM and submit postal offense reports in ILMS DPO within 72 hours of the incident;

(18) Oversee the proper use of mail supplies and personal property;

(19) Request budgets for staffing, supplies, and personal property via the local ICASS process;

(20) Monitor mail receptacles for mail that has not been picked up in a timely manner in accordance with guidelines in 14 FAH-5 H-312;

(21) Display a sample of the DPO mailing address in the DPO customer service area;

(22) Notify the RSO and DPM immediately of all suspected or known postal offenses and losses via email. Then submit a postal offense report via ILMS DPO. Additionally, inform the DPO staff to include the PO on any e-mails sent to DPO-Answerperson_MB@state.gov;

(23) Restrict entry to all mail facilities to only authorized personnel;

(24) Cooperate with U.S. Postal Inspectors regarding complaints, inquiries and claims. PO's should encourage customers to report missing mail directly to the United States Postal Inspection Service (USPIS);

(25) Assign individual mail lock boxes; and

(26) Ensure DPO is included on the check-in/check-out list at post.

b. The PO must establish and maintain Standard Operating Procedures (SOP) for post's local last mile DPO operations. SOPs are needed for infrequently performed tasks such as emergency destruction procedures, ordered departures, and/or evacuations. SOPs should provide detailed instructions for each functional area of postal operations not specifically covered by the USPS or Department regulations and directives. At a minimum, each SOP should include information that is unique to the post or has significant impact on operations, including key points of contact, alternative operation sites, contingency procedures, and resource protection. The PO must provide completed, up-to-date SOPs to posts DPM desk officer.

14 FAH-5 H-211.3 DPO Inspections

(CT:DPO-6; 05-12-2017)

The PO must conduct quarterly random, unannounced inspections of the DPO, and retain the findings on file at post. (See 14 FAH-5 H-1000 for instructions on how to conduct inspections).

14 FAH-5 H-211.4 DPO Customer Relations

(CT:DPO-6; 05-12-2017)

The PO must:

(1) Coordinate with post's general services officer (GSO) or the management officer (MO) on postal-related publicity to notify postal customers of DPO policies, procedures, and changes in rules, as needed (e.g., publicize USPS posters, management notices, etc.);

(2) Work with post's community liaison officer (CLO) to educate and inform postal customers in the community; and

(3) Address postal complaints and implement corrective actions.

14 FAH-5 H-211.5 DPO Postal Offenses

(CT:DPO-6; 05-12-2017)

The PO must:

(1) Submit Postal Offense Reports within 24 hours in ILMS DPO: The reports must include known or suspected incidents of rifling, theft, destruction, and other postal offenses, such as the mailing of illegal drugs or other prohibited matter in accordance with Title 18 of the U.S. Code;

(2) Attach supporting documents and pictures in ILMS DPO;

(3) Immediately notify the regional security officer (RSO); and

(4) Notify DPM via DPO-Answerperson_MB@state.gov with updates every 30 days until the case is closed.

14 FAH-5 H-212 THROUGH H-219 UNASSIGNED

UNCLASSIFIED (U)