14 FAH-5 H-200
diplomatic post office (DPO) ROLES AND RESPONSIBILITIES
14 FAH-5 H-210
dpo Postal officer
(CT:DPO-24; 07-23-2021)
(Office of Origin: A/LM)
14 FAH-5 H-211 duties of A postal officer
(CT:DPO-24; 07-23-2021)
The postal officer (PO) must be a direct-hire, SECRET-cleared U.S. citizen employee, designated in writing by post's management officer (MO). The PO should upload a copy of the designation letter in the documentation tab of the post profile in the ILMS DPO Module. The scope of duties is outlined but is not limited to the duties listed herein.
14 FAH-5 H-211.1 Agreements
(CT:DPO-24; 07-23-2021)
The designated PO:
(1) Ensures Host Nation Agreements (HNA) are on file, which are required to authorize 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) Coordinates 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) Manages postal support, DPO activations, and closures with DPM.
NOTE: If APO/FPO to DPO conversion locations are operating under a Status of Forces Agreement (SOFA), it is highly recommended to pursue an HNA agreement.
14 FAH-5 H-211.2 DPO Operations
(CT:DPO-24; 07-23-2021)
a. The PO certifies that the DPO operates in accordance with applicable 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) Confirm that mail security is paramount, including protection of mail, postal effects, and access to mail processing areas (see Guide to Mail Center Security);
(4) Meet both USPS and the Department’s personally identifiable information (PII) protection requirements;
(5) Meet requirements for local last mile transportation;
(6) Verify consistent task performance and continuity when mailroom staff are absent or rotate;
(7) Ensure personnel who handle U.S. mail understand and comply with current departmental and postal directives;
(8) Establish and accurately 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 concerns 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. Inform DPM with any significant findings;
(11) Serve as the primary point-of-contact for DPO inquiries at post, and; for further guidance submit an inquiry ticket using the ILMS Self-Service Portal;
(12) Ensure the mailroom staff understands and complies with the requirements outlined in 14 FAM 760;
(13) Validate that the mailroom facility has all necessary 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 mailroom policies and procedures outlined in 14 FAM 760 and 14 FAH-5 to ensure that abuse of the Department’s mail and messenger services does not occur;
(17) Report fraud, waste, and abuse of personal mail to the RSO, and submit a postal offense report in ILMS DPO within 72 hours of the incident;
(18) Oversee the proper use of mail supplies and equipment;
(19) Request budget for staffing, supplies, and equipment 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 in ILMS DPO within 72 hours of the incident;
(23) Restrict entry to all mail facilities to only authorized personnel. Post a list of all authorized personnel on the outside of the mailroom door;
(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 in the check-in/check-out process at post.
b. The PO shall 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 should upload a copy of the SOP on the documentation tab of the post profile in the ILMS DPO Module.
14 FAH-5 H-211.3 DPO Self-Assessment
(CT:DPO-24; 07-23-2021)
The PO shall conduct random unannounced self-assessment of the DPO, and retain the findings on file at post. (See 14 FAH-5 H-1000).
14 FAH-5 H-211.4 DPO Customer Relations
(CT:DPO-24; 07-23-2021)
The PO:
(1) Coordinates with post's general services officer (GSO) or the management officer (MO) on postal-related matters and notifies postal customers of DPO policies, procedures, and changes in rules and safety, as needed (e.g., publicize USPS posters, management notices, etc.);
(2) Works with post's community liaison officer (CLO) to educate and inform post's postal customers; and
(3) Addresses postal complaints and implements corrective actions.
14 FAH-5 H-211.5 DPO Postal Offenses
(CT:DPO-24; 07-23-2021)
The PO:
(1) Submits comprehensive Postal Offense Reports within 72 hours in ILMS DPO: The reports must include known or suspected incidents of rifling, theft, destruction, and other postal offense matters, such as the mailing of illegal drugs or other prohibited matter in accordance with Title 18 of the U.S. Code;
(2) Attaches supporting documents and pictures in ILMS DPO;
(3) Immediately notifies the RSO; and
(4) Updates Postal Offense Reports every 30 days until the case is closed.
14 FAH-5 H-212 THROUGH H-219 UNASSIGNED