2 FAM 420
REMOTE MISSIONS
(CT:GEN-609; 06-03-2024)
(Office of Origin: M/SS)
2 FAM 421 Definitions
(CT:GEN-609; 06-03-2024)
Remote Mission: A remote mission is established when a mission operates from a third country. In this situation, more than one Chief of Mission (COM) operates from the host country and the remote mission COM is not resident in their country/area of responsibility. By statute and Presidential directive, the remote mission COM and all remote mission personnel fall under the authority and security responsibility of the host nation COM. Daily operations between the COMs are addressed in 2 FAM 426 below. A remote mission is not a post; therefore, the procedures in 2 FAM 410 et seq. do not apply.
Suspended Operations: See 3 FAM 3770 for the definition. Suspending operations at a mission or post is subject to congressional notification requirements.
2 FAM 422 PROCESS TO ESTABLISH A REMOTE MISSION
(CT:GEN-588; 03-10-2023)
(State Only)
a. The establishment of a remote mission may be considered as one option for facilitating diplomatic relations with a country where post operations are suspended. Additionally, remote missions may be an option where we do not have a physical presence. The Regional Bureau(s) responsible for the remote mission and other relevant Department stakeholders should assess whether U.S. foreign policy and integrated country strategy goals may be successfully accomplished from another country. See 2 FAM 422.1 for other factors that may be considered when deciding whether to establish a remote mission.
b. For further guidance determining which stakeholder offices should be involved with these criteria, please refer to 2 FAM 411.3.
(1) Presidential directives and statutes apply to the remote mission. Unless stated explicitly in this policy, normal Department of State policies apply to the remote mission.
(2) Examples include, but are not limited to, NSDD-38 procedures, strategic planning, travel procedures, danger pay, and R&R, etc.
(3) All remote missions are unique and should be considered on a case-by-case basis.
c. Possible daily operations for consideration can be found in 2 FAM 426
2 FAM 422.1 Factors to Consider When Establishing A Remote Mission
(CT:GEN-588; 03-10-2023)
See the graphic below for possible ways a remote mission might begin.
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a. An in-depth assessment of whether U.S. foreign policy and integrated country strategy goals may be realistically accomplished from another country.
b. An assessment of U.S. foreign policy implications and consequences should the Department choose not to stand up the remote mission.
c. Management and policy risks associated with establishing a remote mission should be articulated and senior Department leadership should provide documented acceptance of those articulated risks.
d. An assessment of whether the mission and its work could be accomplished from elsewhere, for instance domestically, as a remote mission in a third country, or by existing personnel at another post or by expanding capacity at an existing post(s).
e. Whether there are advantages to the U.S. Government in maintaining physical U.S. representation in a nearby locality/time zone.
f. If operations were suspended, establish a timeline that identifies the urgent requirements that must be addressed between suspension of post operations and the opening of a remote mission.
2 FAM 422.2 Sample Decision Matrix Template
(CT:GEN-588; 03-10-2023)
a. This sample decision matrix template may be used to assist with establishing a remote mission. The criteria listed are suggested and may be changed to suit the individual requirements of the remote mission being established.
· For further guidance determining which stakeholder offices should be involved with these criteria, please refer to 2 FAM 411.3.
b. Criteria
(1) Proposed location: Determine the possible locations where the remote mission may be established.
(2) Host Mission Considerations: Verify the proposed host mission is able to accommodate additional personnel.
(3) Host Nation Considerations: Verify concurrence from the host nation government that it will accept the accreditation of the members of the remote mission. Consider the potential impact to bilateral relationship with the host nation.
(4) Accreditation Considerations: Consider whether remote mission staff need to seek dual accreditation to both the host nation and the nation covered by the remote mission. See 2 FAM 221.2. The governments of both nations must not object to such dual accreditation. Additionally, if the remote mission will not be located at a diplomatic post (e.g., if the remote mission is at a consulate), consider whether additional privileges and immunities for remote mission staff will need to be negotiated with the host nation.
(5) Operational Effectiveness: Assess the potential effectiveness of remote mission operations from this particular location. Evaluate the availability and quality of contacts, effectiveness of communications, impact of time-zone differences, mobility issues, infrastructure and willingness of staff to work at an alternate location.
(6) Staffing: Determine how many remote mission staff would be needed at this location to accomplish U.S. foreign policy and integrated country strategy goals. Verify if additional support staff is required to support the remote mission.
· Telework from a third country is prohibited. See 3 FAM 2360 for Department guidance.
(7) Office Space: Assess space availability at the time of establishing the remote mission and whether there is space for growth. If securing additional office space is required, assess the associated costs and timelines. Confirm the availability of appropriate space that meets required security and safety standards. If additional space is required, assess the likelihood, costs, and timelines.
(8) Security and Management/Logistical Considerations: Ensure the prospective hosting mission can absorb the additional security and management burden with its own existing staff and resources. Determine if there is any need for SECCA waivers and/or OSPB exceptions or security funding.
(9) Housing: Assess availability, security considerations.
(10) Transportation: Input availability of flights, costs relative to initial mission, ability to get visas, access to remote missions’ country of responsibility.
(11) Cost: Identify appropriate funding to support the remote mission in the proposed location. (Note: Because opening a remote mission is subject to congressional consultation and notification requirements, the Department cannot use funds to open the mission before these steps are completed. If the bureau has a question about whether it can incur a particular expense before completing congressional consultation and notification procedures, please contact the Office of the Legal Adviser’s Office of Legislation and Foreign Assistance (L/LFA)).
(12) Fully accompanied, Partially Accompanied or Unaccompanied Post: Assess whether staff will be allowed to bring families and, whether there are adequate schools at the host country.
2 FAM 423 DECISION MAKING AUTHORITY FOR ESTABLISHING A REMOTE MISSION
(CT:GEN-588; 03-10-2023)
(State Only)
The Under Secretary for Management (M) will approve the establishment of a remote mission via Action Memo. See 2 FAM 423.1 for Documentation for Establishing a Remote Mission.
2 FAM 423.1 Documentation Needed to Establish a Remote Mission
(CT:GEN-588; 03-10-2023)
(State Only)
An Action Memo to the Under Secretary for Management (M) shall be drafted by the regional bureau.
(1) The Action Memo may contain a request to approve:
(a) Establishment of the remote mission, subject to congressional notification requirements and host government approval.
(b) Authorization to realign or add positions to the remote mission’s location in the host country (if applicable).
(c) Authorization for H to transmit a required Congressional notification addressing applicable requirements (establishing a remote mission will typically involve expanding our presence at the post in the host country and trigger Congressional consultation and notification requirements; Consult with the Office of the Legal Adviser’s Office of Legislation and Foreign Assistance (L/LFA) and the Bureau of Legislative Affairs (H) for more information about the relevant Congressional consultation and notification requirements, the extent to which they may be implicated by a particular proposal, and current congressional notification templates).
(d) Other pertinent information
(2) Memorandum of Understanding (MOU) between Remote Mission and Host Mission:
(a) A template for the MOU between Remote Mission and Host Mission can be found in 2 FAH-2 H-210.
(b) The host and remote mission Chiefs of Mission with the assistance of the supporting regional bureau(s) will develop a Memorandum of Understanding to clarify authority, roles, and responsibilities. The MOU will be signed by both COMs. If the remote and host missions are located in two different bureaus, the Executive Directors of each regional bureau should also be signatories.
(c) Note: This template is to be used as guidance. The exact information contained in the MOU is to be determined by posts in consultation with the regional bureaus and L and may vary depending on the circumstances.
(d) Generally, MOUs are developed after the Under Secretary for Management approves establishment of a remote mission and signed after the remote mission has been established.
(e) The MOU should be updated when the host mission and/or remote mission deems necessary (for instance, if circumstances have changed) or when the remote mission is re-evaluated, every two years.
(f) The appropriate regional bureaus will maintain all documentation related to the MOU. All regional bureaus should submit their fully approved MOUs into SMART by sending a For The Record (FTR) email.
2 FAM 424 STRATEGIC PLANNING
(CT:GEN-588; 03-10-2023)
a. To ensure proper support and resourcing, a new remote mission must conduct a strategic review and revise its Integrated Country Strategy given the extraordinary circumstances (see 18 FAM 301.2, Strategic Plan Revisions).
b. Missions or their bureaus should contact the Department's ICS support team at ICS@state.gov within 90 days of transitioning to Remote Mission operations in order to discuss their plan for developing a new/updated ICS.
· Missions are encouraged to request strategy review and development support from the ICS Support Team.
2 FAM 425 Mission resource request
(CT:GEN-588; 03-10-2023)
a. A remote mission will create its own MRR that addresses the remote mission’s diplomatic engagement and foreign assistance needs separate from those of the MRR of the host mission.
b. Contact BP and F for guidance.
2 FAM 426 Daily operations
(CT:GEN-588; 03-10-2023)
a. All remote missions are inherently unique, and daily operations may vary depending on the unique circumstances. The following listed daily operations should be considered when establishing a remote mission. This list is not all-inclusive.
(1) Office space considerations
(2) Foreign assistance considerations
(a) Re-evaluate objectives and goals in light of suspended operations and remote mission.
(b) Review ICS and make changes based on new circumstance.
(3) Public affairs
(4) For guidance regarding internal controls for procurement in support of remote missions, A/OPE maintains a Standard Operating Procedure. For the latest version, please contact A/OPE via their Acquisition Policy mailbox.
(5) Consular Activities
b. There is a prohibition regarding telework from a third country. For Department guidance, see 3 FAM 2360 for USDH and 3 FAM 7760 for LE Staff.
2 FAM 427 RECORDS INFORMATION
(CT:GEN-588; 03-10-2023)
(State Only)
All regional bureaus should follow Department records management requirements and maintain the documentation that was used in conjunction with establishing a specific remote mission.
2 FAM 428 EXTENDING remote MISSION OPERATIONS
(CT:GEN-588; 03-10-2023)
(State Only)
A remote mission should be re-evaluated every two years from when the approval memo is signed.
(1) M will approve the continuation of the mission via an Action Memo completed by the regional bureau.
(2) See 2 FAM 429 for next steps, should M decide not to approve the continuation.
2 FAM 429 CLOSING remote MISSIONS
(CT:GEN-588; 03-10-2023)
(State Only)
If, during a re-evaluation of a remote mission or at any time prior, it is decided the remote mission is no longer necessary, an Action Memo to M should be drafted by the relevant regional bureau for approval to close the remote mission. Closing the remote mission will likely be subject to congressional consultation and notification requirements, so any plan to close a remote mission should be discussed with L/LFA and H.
2 FAM 429.1 Suspension of Operations at Original Post
(CT:GEN-588; 03-10-2023)
(State Only)
a. Closure of mission real property:
(1) For information regarding making caretaker arrangements of State property and facilities, please refer to contact OBO to obtain a copy of the Facility Deactivation and Preservation Guide.
(2) For other considerations, please refer to 12 FAH-1 ANNEX K (U) DRAWDOWN AND EVACUATION (state.sbu).
b. Consideration of Locally Employed (LE) staff
(1) For information related to the consideration of LE staff, please see 3 FAM 7170 EMPLOYMENT OF LE STAFF AT U.S. MISSIONS IN SUSPENDED OPERATIONS (state.sbu)