Enhancement of Training Management in
Vocational Training Institutions (A)
≪Part 1 : English course≫
≪第 1 回:英語コース≫
JFY 2015
NO. J15-04177/ ID. 1584350
Course Period in Japan : From 16th June to 25th July, 2015
This information pertains to one of the Training and Dialogue Programmes of the Japan
International Cooperation Agency (JICA), which shall be implemented as part of the
Official Development Assistance of the Government of Japan based on bilateral
agreement between both Governments.
I. Concept
Human Resources Development (HRD) is one of the most important policies to lead the
economic growth and realization of a better life for the citizens in each country. Many
countries have promoted Vocational Training Education (VTE) as one of the main
factors to contribute for HRD in order to increase income and reduce poverty.
In the recent industrial situation, these countries are facing the necessity to improve
VTE responding to the change of labour market, and to develop the management who
can manage vocational training institutions more efficiently, sustainably and
continuously, together with enhancing capacity of instructors who can develop the
appropriate curriculum in accordance with the industry needs.
For What?
This programme aims to introduce how to manage vocational training institution in
Japan with keeping good partnership with industries through lectures and study visits as
well as discussions about current situation and problems, and to provide participants with
an opportunity for making a comparative study among Japan and participating
For Whom?
This programme is offered to head masters or directors who presently have
responsibilities for management of vocational training institutions and also to trainers
who are engaged in developing curriculum or training programme as the head of
Participants shall get knowledge and experiences to get in touch with present situation
of HRD in Japan through lectures, discussions and study visits.
Participants will also formulate action plan describing what he / she will do after going
back to home country disseminating the knowledge and ideas acquired and discussed
in Japan among others into their on-going activities.
Participants are also expected and encouraged to mutually learn from other participants
in order to solve difficulties which each participant faces in his/her own country.
II. Description
1. Title (J-No.):
Enhancement of Training Management in Vocational Training
Institutions(A) (J1504177)
2. Course Period in Japan
16 June to 25 July, 2015
3. Target Regions or Countries
Algeria, Cambodia, Jordan, Kazakhstan, FYR of Macedonia, Maldives, Moldova,
Nigeria, Palau, Sao Tome and Principe, South Sudan, Turkey, and Uganda
4. Eligible / Target Organization
This programme is designed for public vocational training institutions
5.Total Number of Participants
15 participants
6.Language to be used in this course:English
Course Objective:
Participants are expected to understand the way to manage the institutions /
develop training courses more effectively, self- reliantly, plan and implement the
activities which solve or improve their specific challenges by making use of the
experiences gained in Japan.
8.Overall Goal:
Participants are expected to manage vocational training institution with resources
fully utilized, and to improve quality of training courses sustainably and
continuously in responding to the changes of labour market.
Expected Module Output and Contents:
This programme consists of the following components. Details on each component are
given below:
(1) Preliminary Phase in a participant’s home country
( May, 2015 )
Participating organizations make required preparation for the Programme in the
respective organization.
Expected Module Output
Before coming to Japan, participants are required to prepare
a report on the present situation of vocational training
system in your own country and also the current problem of
your own institution. When the participants make the report,
Preparation for Job
it is preferable to analyse the present and future situations
Report Presentation
and problems / challenges both in management level and
trainer level in your organization.
Based on the report, the participants will have presentation
in the first session in Japan.
(2) Core Phase in Japan
( 16 June to 25 July, 2015 )
Participants dispatched by the organizations attend the Programme implemented in
Expected Module Output
To share the current situation and
make comparative review among
the participants in order to clarify
the issues to be solved in their own
To understand how to make
vocational training meet economic
and social changes along
 HRD structure in Japan
 Role and responsibilities of
the management and the
To understand overall management
of vocational training institutions
(mainly for management)
(1) Job Report presentation
(2) How to identify the problem to
be solved by problem analysis
(1) Outline of HRD, vocational
training system and
employment situation in Japan
Study visit
(2) Historical changes of
vocational training and the
background in Japan
Study visit
(1) Management system in
vocational training institution
(2) KAIZEN & 5S
(3) Challenge to improve
vocational training
Study visit
Study visit
Study visit
Expected Module Output
To understand design for training
course, implementation, operation
and evaluation (mainly for
To understand how to develop the
partnership between public and
private sectors
To analyse challenges in
participant’s own institution and
formulate Action Plan describing
what the participants will do for
solving the issues and further
improvement after going back to
own countries
(1) Training programme
(2) Approach to effective and
efficient training
(1) Cooperation with industrial
sector (case study)
Study visit
(2) HRD in the industry
Study visit
(1) Interim and wrap-up session
(2) Approach to Problem Solving
(3) Guidance and consultation to
formulate Action Plan
(4) Presentation of Action plan
(3)Finalization Phase in a participant’s home country
( July to December 2015)
Participating organization are required to produce the Progress Report by making
use of results brought back by participants. This phase marks the end of the
Expected Module Output
Revised Action Plan would
be drawn up through review
among the participants and
other staffs in your
Presentation and discussion to disseminate
acquirements among own organization
Review and discuss the Action Plan
Report the progress to JICA ( if needed, consultation or
advice from professional in Japan)
III. Conditions and Procedures for Application
1. Expectations for the Participating Organizations:
(1)This programme is designed primarily for organizations that intend to address
specific issues or problems identified in their operation. Participating
organizations are expected to use the programme for those specific purposes.
(2)This programme is enriched with contents and facilitation schemes specially
developed in collaboration with relevant prominent organizations in Japan.
These special features enable the project to meet specific requirements of
applying organizations and effectively facilitate them toward solutions for the
issues and problems.
(3)As this programme is designed to facilitate organizations to come up with
concrete solutions for their issues, participating organizations are expected to
make due preparation before dispatching their participants to Japan by carrying
out the activities of the Preliminary Phase described in section II-9 .
(4)Participating organizations are also expected to make the best use of the
results achieved by their participants in Japan by carrying out the activities of
the Finalization Phase described in section II-9.
2. Nominee Qualifications:
Applying Organizations are expected to select nominees who meet the following
(1) Essential Qualifications
1) Current Duties: be ranked as (i) a headship and presently engaged in
management of a vocational training institution, and expected to work in the
same field in future, or as (ii) an instructor in engineering who is head of
department or equivalent
2) Experience in the relevant field:
- (i) Have more than 15 years’ working experience in the public vocational
training institutions and more than 3 years’ experience as a director at
public vocational training institutions, or
- (ii) Have more than 8 years’ experience as instructor
3) Educational Background: be a graduate of university in engineering fields or
4) Language: have a competent command of spoken and written English which
is equal to TOEFL 550, TOEFL CBT 213, and TOEIC 730 or more (This
course includes active participation in discussions, action plan development,
thus requires high competence of English ability. Please attach an official
certificate for English ability such as TOEFL, TOEIC etc., if possible)
5) PC skill: have basic PC skill to use Word, PowerPoint (This course includes
activities with PC; make presentation of your Job Report, make an Action
Plan, etc.).
6) Health: must be in good health, both physically and mentally, to participate in
the Programme in Japan
7) Must not be serving any form of military service.
Recommendable Qualifications
Age: (i) be not older than fifty (50) for the directors of vocational training
institutions, or
(ii) be between the ages of thirty (30) and forty five (45) years for the
3. Required Documents for Application
(1) Application Form: The Application Form is available at the JICA office (or the
Embassy of Japan).
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 permission of her training participation.
Please ask JICA Staff for the details.
(2) Nominee’s English Score Sheet: to be submitted with the application form.
If you have any official documentation of English ability (e.g., TOEFL, TOEIC,
IELTS), please attach it (or a copy) to the application form.
(3) Job Report: to be submitted with the application form. Please follow VI
ANNEX:No.1, Job Report format.
4. Procedure for Application and Selection:
(1) Submitting the Application Documents:
Closing date for application: Please inquire to the JICA office (or the
Embassy of Japan).
(After receiving applications, the JICA office (or the Embassy of Japan) will send
to the JICA Center in JAPAN by 17 April, 2015)
(2) Selection:
After receiving the documents through proper channels from your government,
the JICA office (or the Embassy of Japan) will conduct screenings, and then
forward the documents to the JICA Center in Japan. Selection shall be made by
the JICA Center in consultation with concerned organizations in Japan. The
applying organization with the best intention to utilize the opportunity of this
programme will be highly valued in the selection.
(3) Notice of Acceptance
Notification of results will be made by the JICA office (or the Embassy of Japan)
not later than 15 May, 2015.
5. Document(s) to be submitted by accepted participants:
- Presentation material (PPT) on your Job Report -- to be submitted by the first
session (Job Report Presentation) in Japan.
- Action Plan -- to be submitted by the end of the training course in Japan.
- Progress Report – to be submitted within five (5) month after returning back to
home country.
※ Accepted participants are required to bring your necessary materials (data, pictures,
etc.) to make a presentation according to the information Annex No.1 and No. 2.
6. Conditions for Attendance:
to strictly adhere to the programme schedule.
not to change the programme topics.
not to extend the period of stay in Japan.
not to be accompanied by family members during the programme.
to return to home countries at the end of the programme in accordance with the
travel schedule designated by JICA.
(6) to refrain from engaging in any political activities, or any form of employment for
profit or gain.
(7) 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.
(8) to observe the rules and regulations of the accommodation and not to change
the accommodation designated by JICA.
IV. Administrative Arrangements
1. Organizer:
(1) Name: JICA Yokohama
(2) Contact: Mr. Hideaki Matsuoka ([email protected])
2. Implementing Partner:
(1) Name: Overseas Vocational Training Association (OVTA)
(2) Contact: Ms. Kimiko NISHIDA (([email protected])
(3) URL:
(4) Remark: OVTA was established in 1982 with the cooperation of both the
public and private sectors, aiming to contribute to international society through
its efforts in human resources development (HRD), it has been providing quality
consulting services in the ODA programmes to carry out various development
assistance projects in a lot of countries. The projects include project planning,
management and implementation with a special attention to technical,
educational and vocational training and as a training implementer OVTA is
actively involved in planning and conducting of training course and seminars on
current issues related to HRD.
3. Travel to Japan:
(1) Air Ticket: The cost of a round-trip ticket between an international airport
designated by JICA and Japan will be borne by JICA.
(2) Travel Insurance: Coverage is from time of arrival up to departure in Japan.
Thus traveling time outside Japan shall not be covered.
4. Accommodation in Japan:
JICA will arrange the following accommodations for the participants in Japan:
JICA Yokohama International Center (JICA YOKOHAMA)
Address: 2-3-1 Shinkou, Naka-ku, Yokohama-shi, Kanagawa-ken,
231-0001, Japan
TEL: +81-45-663-3251 FAX: +81-45-663-3265
(where “81” is the country code for Japan, and “45” is the local area code)
If there is no vacancy at JICA YOKOHAMA, JICA will arrange alternative
accommodations for the participants.
5. Expenses:
The following expenses will be provided for the participants by JICA:
(1) Allowances for accommodation, living expenses, outfit, and shipping
(2) Expenses for study tours (basically in the form of train tickets.)
(3) Free medical care for participants who become ill after arriving in Japan (costs
related to pre-existing illness, pregnancy, or dental treatment are not included)
(4) Expenses for programme implementation, including materials
For more details, please see “III. ALLOWANCES” of the brochure for participants
titled “KENSHU-IN GUIDE BOOK,” which will be given before departure for
6. Pre-departure Orientation:
A pre-departure orientation will be held at the respective country’s JICA office (or the
Embassy of Japan), to provide participants with details on travel to Japan,
conditions of the workshop, and other matters.
V. Other Information
As an introduction of the programme in Japan, participants shall present their Job
Report at the beginning of the course. It is encouraged to prepare the Job Report
presentation in Power-point presentation format.
Participants shall be required to write Action Plan at the end of the programme in
Japan, using the information of his/her country.
Relating to the above 1 and 2, participants are requested to bring to Japan
reference materials that will help Job Report presentation and Action Plan
preparation. The followings are valuable:
The most recent short and long term official policies and strategies for vocational
training, reports and photos of the vocational training management activities which
you are currently engaged in, and other project reports related to the participants’
field of study or work.
Participants and their organizations should make every effort to formulate an
appropriate vocational training management plan based on the Action Plan and
implement it.
Please note that this course does not complete only in Japan but the participants
are requested to report and carry out their plan in home country.
Participants who have successfully completed the programme will be awarded a
certificate by JICA.
Enhancement of Training Management in Vocational Training
Institutions (2015)
Job Report
to be submitted with the application form
(Cover Page)
1. Country:
2. Name of Participant:
3. Name of Participants’ Organization:
I. Brief Introduction of Human Resources Development System of participant’s country
1. General information of participants’ country as a background of HRD system briefly
(Geography, Population, Educational system, Industry, Unemployment and so forth)
2. Organizational Chart of the Government and Administrative Organ
3. Organizational Chart of Human Resources Development Administrative Organ
4. Outline of major policy on Human Resources Development Administration (within 1
5. Vocational Training in the participant's organization (Please arrange the following
items in tables)
① Major targets of Vocational Training
② Job category of Training Course
③ Capacity (number of trainees to be accepted) for each training course
④ Period / Hours of each training course
⑤If possible, the detailed data related to application, enrolment,
completion/graduate and employment
6. Organization chart and number of staffs by section in the participant’s organization
7. Pre-service and in-service education/training for TVET instructors and evaluation
system for TVET instructors
8. Relation between TVET institutions and industries (curriculum development,
internship of trainees, in-service training for companies’ employees, in-plant technical
training for trainers and so on)
9. Employment/Job Placement /Entrepreneurship support for trainees provided in
participant’s organization (if any)
II. Management of Human Resources Development
Please describe and analyse major problems and special interests you have
regarding your duties. and / or theme which you want to highlight (pick up) in the
Action Plan.
※ Note: Each participant is expected to give a presentation on the subject which
he/she took up as a part of the Job report. It is also requested to make an Action
Plan at the end of the seminar.
Action Plan
to be formulated at the end of the core phase in Japan
Each participant is required to prepare an Action Plan during the stay in Japan and to
report on their progress to JICA after returning back to each country within the
programme period.
1. What is an Action Plan?
Each participant is required to submit an Action Plan, stating the plan that he/she will
carry out after returning home, reflecting the knowledge and methods he/she has
acquired from the programme in Japan.
2. Why are participants required to prepare an Action Plan?
JICA needs to assess the usefulness and applicability of the programme in Japan to
help improve/develop the field/subject in the participants’
countries/regions/organizations. The Action Plan will support this evaluation with
sharing the information acquired in Japan to all the colleagues and supervisors
concerned and improve vocational training management in your institution.
3. When should the Action Plan be prepared?
Participants should start to prepare a draft of the Report in the midst of the period of
the programme in Japan, and repeatedly revise and improve it during the rest of the
period. The completed paper should be submitted to JICA by the end of the
programme in Japan.
Notes on making the Action Plan:
The participant should:
(1) Describe a plan for applying the content of the programme in Japan to
his/her work after returning home.
Prepare presentation materials by Power Point
(2) Cover the following items.
(3) Not include “Killer assumption“. Try to several ways to achieve the target.
* Killer assumption means one of the premises that the plan becomes
unfeasible if it cannot be achieved.
Main Components of the Action Plan
Brief Introduction
- The situation of your own institution
- Organization chart of your own institution
Achievements you got in this seminar
Problem/issues to be improved/upgraded, and
the reason to choose the problem/issues
Activities to solve/improve problems/issues
Indicator to evaluate the effectiveness
Estimated schedule to implement the activities
Person in charge of each activities
Target group of the activities
Progress Report
to be submitted within five (5) months after returning back to home country
■ Basic Information
■ Debriefing or Dissemination to share the experience in Japan
Title of Presentation
from the audience
* Please attach the reporting / presentation document etc.
■ "KAIZEN" activities you have taken after returning including Action Plan
Action 1 (What)
Time (When)
Target (to Whom)
Action 2 (What)
Time (When)
Target (to Whom)
■ Next activity you are going to do in near future
Action 1 to take (What)
Time (When)
Target (to Whom)
Action 2 to take (What)
Time (When)
Target (to Whom)
■ Others * Problem you are facing, any assistance you require for us and so on.
For Your Reference
JICA and Capacity Development
The key concept underpinning JICA operations since its establishment in 1974 has
been the conviction that “capacity development” is central to the socioeconomic
development of any country, regardless of the specific operational scheme one may be
undertaking, i.e. expert assignments, development projects, development study projects,
training programmes, JOCV programmes, etc.
Within this wide range of programmes, Training Programmes have long occupied
an important place in JICA operations. Conducted in Japan, they provide partner countries
with opportunities to acquire practical knowledge accumulated in Japanese society.
Participants dispatched by partner countries might find useful knowledge and re-create their
own knowledge for enhancement of their own capacity or that of the organization and
society to which they belong.
About 460 pre-organized programmes cover a wide range of professional fields,
ranging from education, health, infrastructure, energy, trade and finance, to agriculture, rural
development, gender mainstreaming, and environmental protection. A variety of
programmes and are being customized to address the specific needs of different target
organizations, such as policy-making organizations, service provision organizations, as well
as research and academic institutions. Some programmes are organized to target a certain
group of countries with similar developmental challenges.
Japanese Development Experience
Japan was the first non-Western country to successfully modernize its society and
industrialize its economy. At the core of this process, which started more than 140 years
ago, was the “adopt and adapt” concept by which a wide range of appropriate skills and
knowledge have been imported from developed countries; these skills and knowledge have
been adapted and/or improved using local skills, knowledge and initiatives. They finally
became internalized in Japanese society to suit its local needs and conditions.
From engineering technology to production management methods, most of the
know-how that has enabled Japan to become what it is today has emanated from this
“adoption and adaptation” process, which, of course, has been accompanied by countless
failures and errors behind the success stories. We presume that such experiences, both
successful and unsuccessful, will be useful to our partners who are trying to address the
challenges currently faced by developing countries.
However, it is rather challenging to share with our partners this whole body of
Japan’s developmental experience. This difficulty has to do, in part, with the challenge of
explaining a body of “tacit knowledge,” a type of knowledge that cannot fully be expressed in
words or numbers. Adding to this difficulty are the social and cultural systems of Japan that
vastly differ from those of other Western industrialized countries, and hence still remain
unfamiliar to many partner countries. Simply stated, coming to Japan might be one way of
overcoming such a cultural gap.
JICA, therefore, would like to invite as many leaders of partner countries as
possible to come and visit us, to mingle with the Japanese people, and witness the
advantages as well as the disadvantages of Japanese systems, so that integration of their
findings might help them reach their developmental objectives.
For enquiries and further information, please contact the JICA office or the Embassy of
Japan. Further, address correspondence to:
JICA Yokohama International Center (JICA YOKOHAMA)
Address: 2-3-1 Shinkou, Naka-ku, Yokohama-shi,
Kanagawa-ken 231-0001, Japan
TEL: +81-45-663-3251 FAX: +81-45-663-3265