GENERAL INFORMATION ON TRAINING PROGRAM FOR YOUNG LEADERS 2013

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1 GENERAL INFORMATION ON TRAINING PROGRAM FOR YOUNG LEADERS 2013 (Malaysia) Course Title: Administrative Management Course マレーシア 行 政 管 理 Course No.: J Project No.: Duration: September 1, 2013 September 18, 2013 THE GOVERNMENT OF JAPAN JAPAN INTERNATIONAL COOPERATION AGENCY

2 GENERAL INFORMATION ON TRAINING PROGRAM FOR YOUNG LEADERS 2013 (Malaysia) 1. Training Program for Young Leaders The Training Program for Young Leaders is conducted by JICA(the Japan International Cooperation Agency)under a technical cooperation scheme of the Government of Japan, with the purpose of promoting human resource development in developing countries. Under the program, young leaders, who will become nation-building leaders in the future, are invited to Japan for 18 days to be provided with opportunities to: 1) develop their specialties through experiencing and learning technologies and skills in Japan, and 2) increase their willingness to resolve issues on their own 2. Course Outline Please see Appendix 1 and Appendix Qualifications of Applicants All applicants must: a. be nominated by the Government of Malaysia in line with the procedures mentioned in 4-(1) below. b. be involved in a field corresponding to the course mentioned in Appendix1. c. be from twenty (20) to thirty-five (35) years of age and be expected to become leaders in their specialized fields in the future. d. have a reasonable command of English and good command of spoken and written e. be in good health, both physically and mentally, for participation in the program. Note: i) Applicants are requested to submit the Medical History Questionnaire included in the Application Form mentioned in 4-(1) below. f. not be serving in the military. g. not have, in principle, made any previous visits to Japan. 1

3 4. Procedures for Application (1) The Government of (country name) will take the necessary measures to nominate appropriate applicants for the program, and will forward to the JICA representative office in Malaysia one (1) copy of the specified Application Form for each applicant by July 22 nd. Incepetion Report shall be also prepared by the applicant and attached to Application Form. (see Annex for the instruction) Note: i) The Government of Malaysia is requested to nominate some substitute candidates in case of disqualification of nominated candidates or unexpected vacancies. ⅱ) Pregnant participants are strictly requested to attach the following documents in order to minimize the risk for their health. 1 letter of the participant s consent to bear economic and physical risks 2 letter of consent from the participant s supervisor 3 doctor s letter with agreement of his/her training participation. Please ask National Staffs in JICA office for the details. (2) The Government of Japan will inform the Government of Malaysia through the JICA representative office whether or not the nominee s application has been approved by 1 st August. 5. Rules and Regulations (1) Participants must have an entry visa for Japan, which will be issued by the diplomatic mission of Japan in Malaysia. (2) Participants are requested to confirm the validity of visas for any third countries necessary for travel to and from Japan. (3) Participants are required by JICA to arrive at the designated place in (country name) on the date designated after confirmation of their acceptance as mentioned in 4-(2) above. Final confirmation of the place and date will be performed by the JICA representative office located in Malaysia. (4) Participants should strictly adhere to the program schedule. (5) Participants may not be accompanied by any member of their family during the program. (6) Participants are requested to follow the return trip schedule designated by JICA. 2

4 (7) Participants are requested to observe Japanese laws and ordinances. If there is any violation of said laws and ordinances participants may be required to return part or all of the training expenditure depending on the severity of said violation. 6. Allowances and Expenses The government of Japan will pay the following allowances and cover the following expenses through JICA in accordance with relevant laws and regulations. (1) Round-trip air ticket between an international airport designated by JICA and Japan. Note: i) Taxes and fees that may be incurred during the participants trip such as airport tax, departure tax or, transit tax etc. will not be paid by JICA. ii) Excess baggage charges will not be paid by JICA. iii) In some cases, participants visiting or leaving Japan may be required to obtain visas for third countries. Where this is the case, it shall be the participants responsibility to obtain and pay for these visas. JICA will not pay any costs for third country visas. ⅳ) JICA is not responsible for the following expenses: Excess baggage charge Compensation for lost and/or damaged luggage Hotel no show charge at transit airport Lost ticket fee (2) Other allowances: a. Outfit allowance b. Shipping allowance c. Living allowance d. Accommodation allowance e. Stop-over allowance (when expenses incurred due to a stop-over in a third country are not paid by the airline company) Note: i) The specific amounts for each allowance will be announced after applicants are officially accepted. ii) Stop-over allowances will be paid to participants only in the following cases: participant has to obtain a Japanese visa in a third country; participant is required to show evidence specifying the accommodation where s/he stayed when s/he stays in a third country for over six hours either before or after midnight, but not over midnight. iii) A participant may receive his/her stop-over allowance at any of the following 3

5 places: at the JICA office in the country of departure, provided there is a JICA office in that country; at the JICA office in the third country, provided there is a JICA office in that country and no JICA office in the country of departure; in Japan after the participant s arrival, provided there is no JICA office in either the country of departure or the third country (in all cases, receipts must be submitted; however, no payment will be made for any amount exceeding the stipulated allowance amount). (3) Free medical care for participants who become ill after arrival in Japan Note: Costs related to pre-existing illness, pregnancy and dental treatment are NOT included as free care. 7. Other Matters (1) Participants will receive information about the trip to Japan, conditions relating to the program, and other matters. A brochure, KENSHU-IN GUIDE BOOK, and a Japanese language textbook, NIHONGO 21, will be provided to each participant before departure for Japan. (2) It is suggested that Participants bring some materials to introduce their home country and profession. (3) For enquiries and further information concerning the program, please contact the following offices. JICA Malaysia Office Suite 29.03, Level 29, Menara Citibank, 165, Jalan Ampang, Kuala Lumpur, MALAYSIA Tel:(60-3) /Fax:(60-3) JICA Chubu International Center , Hiraike-cho, Nakamura-ku, Nagoya, Aichi , JAPAN Tel: 81(*)-52(**) / Fax: 81(*)-52(**) [*Country code for Japan, **Area/City code for Nagoya] Appendix 1: Specific information on the program Appendix 2: Model schedule for the program 4

6 Appendix 1 Course No. J Course Title Administrative Management Duration 1 st September th September 2013 Number of Participants 17 Language English This training course aims to broaden the knowledge and deepen awareness of potential future young leaders in Malaysia in addressing issues and challenges on their administrative systems. Issues faced by Malaysia, to support high-income economy, will often be cross-cutting and trancend the traditional boundaries of ministries/agencies. In order to promote the Government Transformation Program, young leaders are expected to contribute proactively to reduce bureaucracy and be capable of recommending policies to provide efficient and effective governmental services. Overview of Training Course In order to achieve the above, key questions could be raised at two different levels. Firstly, at an individual level---what is a good public servant? What should be done to become a good public servant in order to achieve effective public service delivery? Secondly, at the organizational level---what is the mission of your organization and what measures should be taken to overcome certain bottlenecks? These questions shall be discussed at the beginning of the training program and revisited in the end for further discussion. This course will explore how local governments in Japan are trying to reassure the better public service delivery within its jurisdiction and revitalize its economy, by overseeing various Gifu* prefecture/municipal government s measures and service as a case practice of Japanese administrative management. It covers several good examples of drastic administrative reforms at the municipality level, including consolidation/merging of cities, setting up of strategic office for foreign policy, promoting public private partnership, etc. It could be a good showcase of leadership taken by senior management of the organizations. In the beginning of training course, the lectures on the Japanese government system and its process of decentralization, together with the human resources development policy on public servant system in Japan, will be given as a basic yet fundamental basis. 5

7 Then, after explanation of structure of Gifu prefectural government, training participants are to explore the various measures and public services delivered. First, participants will be given lectures on human resources development policies in Gifu prefecture, together with the policy on e-government which aims to provide public services to people efficiently and effectively. You will also have an opportunity to visit the training center for public servants in Gifu as well as IT center which serves as an information hub covering business, government, education, social welfare, etc. Secondly, you will visit three major cities in Gifu prefecture, i.e., Ogaki-city, Takayama-city, Gujo-city, which has gone through several administrative reforms at the municipal level, as case studies. Lastly, throughout the training course, participants are provided with various opportunities to discuss one s wonders, ideas and opinions with Japanese officers from Gifu prefectural/municipal governments, including top management if applicable, and other related agencies. * With over 2 million residents in 9,768square kilometers, Gifu-prefecture is a medium sized state situated adjacent to Aichi-prefecture. In general, government officers who have already committed to, and/or are willing to take a leading role in the central/local governance are encouraged to apply. In addition, those who have involved in, or have possibilities to take a part in, the relevant JICA projects in some ways are highly welcomed. Target Group More specifically, 1. Officials from central government who are highly committed to improvement of administrative management/public services 2. Officers from local governments at the district, municipal or ward level, who are highly committed to improvement of their public services *Please note that the contents (lectures, field visit, etc) of this training course are fully cooperated by Gifu prefecural governement as well as three municipal cities in Japan. Therefore, training participants will directly explore the municipal government measures and the insights of municipal government officers. 6

8 Objectives Outline of the Program A model schedule for the program is given in Appendix 2. *subject to change without notice Accommodation The training participants are expected to: (1) Acquire broad knowledge of the structure of local government body in Japan and their effort for the better public service delivery through human resource development, utilization of IT, and through several structural reforms.. (2) Specify the issues/bottlenecks regarding administrative management of participant s field at two different levels, i.e., one at an individual level and another at the organizational level, and gain new ideas to contribute to solve those issues for better public service delivery. Highlighted topics are: (1) Structure of local government in Japan and public service delivered at each office of prefecture (district), city (municipal) (2) Human Resource Development policy for better public services (3) E-Government system for efficient and effective public services. (4) Public private partnership at local government level (5) Discussions with officers from Japan, including top management, if applicable, who has led several structural reforms. 1 st to13 th Sept, 15 th to 17 th Sept: JICA Chubu Center 14 th Sept: Homestay at Japanese family 7

9 TPYL 2013 on Administrative Management Concept Note pre-arrival Inception Report: Specify Issue/Aims for the training course by raising two key questions: 1)What is a "good public servant" to achieve organizational goal? Presentation and discussion among participants 2)What is the bottlenecks of your organization and what measures should be taken for the better public service delivery? Structure of local governance/administrative management in Japan Lecture on Japanese Public Sevice system and HR management policy (Role/mission of public servants) training course Structure of GIFU prefecture HR management policy of GIFU/three municipals Administrative management of Gifu-prefecture(ethics of public servant, information management, etc) Revisit/revise the original Inception Report --knowledge acquired through training conclusion --analysis on the development/change of views during the course + Case Studies of Structural Reforms (Ogaki-city, Gujo-city, Takayama-city) Case Studies/participation on certain initiatives Ogaki-city(PPP), Takayama-city(office for foreign strategy), Gujo-city (Merger of cities) Goals(Immediate outcome) --Understand Japanese experiences on successful administrative management and analiyze solutions for the issues faced by your own organization In Malaysia Overall Goal (Future Outcome) post-training --information sharing with the senior management period --Become a young leader to contribute proactively to reduce --policy recommendation in respective organization bureaucracy and achieve better public service delivery 8

10 Sub-program Date Arrival program at JICA Chubu Center Training course 9/1 Sun - 9/2 Mon - 9/3 Tue - 9/4 Wed 9/5 Thu 9/6 Fri Appendix 2 MODEL SCHEDULE FOR THE PROGRAM *This program is tentative and the schedule is subject to change without notice. Content (L:lecture, V:Visit) Purpose Program Orientation Understand the aims of the training course and specify the issues AM Presentaion by participants on issues you want to solve/gain through this training they face To gain sufficient background knowledge about public service PM L: Japanese administrative management systems in Japan To gain sufficient background knowledge of Gifu prefecture as a AM L: Outlook of Gifu prefecture whole to encourage better understanding of training course PM L: Ethics of public servant and Human Resources Development (HRD) in Gifu AM L: Information management in Gifu PM V: Softpia Japan 9/7 Sat - Day off 9/8 Sun Day off 9/9 Mon 9/10 Tue 9/11 Wed 9/12 Thu day AM L: Courtesy visit to the Mayor of Ogakicity L: HRD policy PM V: Examples of PPP case Ogaki-city AM L: Strucutral Reforms in Takayama PM AM Arrival JICA Orientaion/Briefing &Self introduction Lectures about Japanese politics, and other general orientaion V: Examples of PPP case in Takayama-city L: Courtesy visit to the Mayor of Gujocity PM V: Examples of PPP case in Gujo-city To understand the main strategies of Gifu prefecture in terms of ethics and HRD policy of public servant To understand information management system/policy in Gifu prefecture Visit the information hub center for e-government and other services widely provided to public, business, etc. AM L; Gifu NPO Center To understand PPP case in Gifu, how to effectively work with V: Examples of PPP case and NPO private/public especially the case of NPO center PM activities Ogaki-city: Coutesy call to the Mayor of Ogaki-city. To understand what is expected as a "good public officer", its mission and ethics, HRD policy. To understand PPP case in Ogaki. Takayama-city: To understand their recent structural reforms, including setting up of the foreign strategy office, for efficient and effective promotion of the city to overseas. Gujo-city: Courtesy call to the Mayor of Gujo-city. To learn from the recent structural reforms and understand the policy for the efficient administrative management. Lecture on training course for Public servants and visit the actual AM L+V: Public servant training center training course 9/13 Fri Share the questions or issues raised through the program and PM Seminar: Administrative Management discuss among participants for the better solution 9/14 Sat Home stay Deepen the understanding of Japanese and their culture AM Home stay Deepen the understanding of Japanese and their culture 9/15 Sun PM Social event To introduce your country and culture to Japanese AM Report presentation To share and present what you have learnt and noticed for 9/16 Mon improvement of training participant s field, and the idea of the future PM Report presentation work based on knowledge gained through the program Departure program 9/17 Tue 9/18 Wed Program Evaluation & Closing Ceremony, Preparation for departure Departure 9

11 GUIDELINES FOR INCEPTION REPORT Annex 1 Each applicant shall prepare an Inception report in English essentially presenting activities and policies in the particular department/organization he/she works for. The report shall be no more than 4 pages long, typed double space on A4 (or bond) size paper. The report shall be submitted together with the application documents. Please note that the Inception Report will be used as the basis for a 5-10 minutes presentation at the beginning of the training course. (you can use power point for the presentation purpose) The main points must be summarized in an easy and readable style, and sufficiently supported by statistics, and amply illustrated with maps, graphs or pictures. The report must follow the outline below. The emphasis may vary depending on the present duty and responsibility each participant handles. Outline: 1. Description of present post and duties. (Please attach the organizational chart.) 2. Functions related to present position and/or affiliation 1) Programs, projects and activities under implementation 2) Coordination mechanisms 3) Current concerns or issues concerning function 3. Most pressing problems in administrative management of your Government. 1) At the policy level 2) At the ministry-level or municipality-level (whichever is applicable) 3) At the implementation level 4) Your own prioritization of the problems (please give a short explanation) 4. What is a good public servant? 1) Please describe your image of good public servant. 2) What is your own goal to be a good public servant? 5. Future prospects 1) List of plans and projects in the pipeline to be implemented and/or completed within the next 3 to 5 years with a short description of one or two relevant to the nominee's job. 2) Other information helpful to understand what changes may happen in the next six months to one year. 6. Most appealing subject(s) in this training course and the reason(s) behind. 7. Additional materials (e.g. project plan, reports, statistic data) related to the topics specified in this training course.(if any) 10

12 CORRESPONDENCE For enquiries and further information, please contact the JICA office or the Embassy of Japan. Further, address correspondence to: JICA Chubu International Center (JICA Chubu) Address: Hiraikecho, Nakamura-ku, Nagoya, , Japan TEL: FAX:

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