F. No.

12040/i 4/2025-FTC/I R
Government of India
Ministry of Personnel, Public Grievances and Pensions
Department of Personnel and Training
[Training Division]

Block-4, Old JNU Campus, New Delhi-67

Dated: 23.06.2025

TRAINING CIRCULAR

Subject: Knowledge Co-Creation Program on "Urban Railways Management" to

be held in Japan from 12.11.2025 to 10.12.2025 under the Technical
Cooperation Program of the Government of Japan.

The undersigned is directed to state that the Japan International Cooperation

Agency (JICA) has invited applications for Knowledge Co-Creation Program on
"Urban Railways Management" to be held in Japan from 12.11.2025 to 10.12.2025
under the Technical Cooperation Program of the Government of Japan.

2. This program is designed for government officials and railway operators in

charge of urban transportation in the target countries.

3. The Applying organizations are expected to select nominees who meet the
following qualifications.

i) Current Duties: government officers and railway operators in charge of urban

transportation, such as commuter rail, underground railway, LRT (Light Rail Transit)
and MRT (Mass Rapid Transit), or its equivalent.
ii) Educational Background: be a university graduate or have an equivalent
educational background. iii) Language: be proficient in spoken and written English
(Please attach an official certificate for English ability such as TOEFL, TOEIC, IELTS
etc.,).
iv) Health: must be in good health to participate in the program in Japan. For
example, participants are expected to walk about 10,000 steps a day for some days.
v) Age: be at the age 45 years or younger in principle
vi) Experience in the relevant field: have more than five (5) years of experience in
the field of railway business.
vii) Gender Equality and Women's Empowerment: Women are encouraged to
apply for the program. JICA is committed to promoting gender equality and women's
empowerment and provides equal opportunities for all applicants regardless of their
sexual orientation or gender identity and more details of the program may be seen
in the brochure.

4. In addition, the following information in respect of the nominated officers may

please be mentioned while furnishing the nomination: -

(a) Whether attended any foreign training program in the past? If so, the
duration/details thereof;
(b) Whether cleared from vigilance angle;
(c) Age;
(d) Whether working in North East State/J&K;
(e) A brief in 50-100 words justifying the nomination.

5. The course covers the cost of a round-trip air ticket between international
airports designated by JICA and Japan; Administrative arrange by JICA; allowances
for meals, living expenses and stopover; expenses for JICA study tours and medical
care for participants who become ill after arriving in Japan (the costs relating to pre-
existing illness, pregnancy, or dental treatment are not included).

6. It is requested that the nomination of suitable government officials/officers from

CCAIState/UTs government may please be forwarded (in two copies) to this
Department in JICA's prescribed format duly authenticated by the HOD of the
concerned Ministry/Department/State Governments/UTs in accordance with the
eligibility criteria.

7. The applications should reach this Department through the Administrative

Ministry/Department not later than 28.07.2025. Nominations received after the
prescribed date may not be considered. The details of the program (General
Information Brochure) and application form may be drawn from the website of DoPT.

/&
(Uma Magesh) 6
Under Secretary to the Government of India
Tele No: 011-26706310
opy to: - (Through DoPT's website).

a) Secretary, Ministry of Railways, Gol, New Delhi.

b) Chief Secretaries to State Governments/Union Territories (with request to
circulate the same amongst related Departments/Organizations under them)
(through the website of this Department).
c) Senior Representative, Japan International Cooperation Agency, 16th Floor,
Hindustan Times House, 18-20 Kasturba Gandhi Marg, New Delhi -110001.
d) NIC with request to post the circular along with the JICA's circular on this
Department's website.
 JICA Program GENERAL INFORMATION

Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management

Course Number: 202411676J001

Course Period: November 12 – December 10, 2025

NOTE: Adobe Acrobat Leader DC and Google Chrome are recommended as PDF viewer. JAWS and NVDA are recommended as screen reader.
NOTE: If there are any difficulties in reading this document, please contact JICA Office in your country or JICA Center in Japan.
NOTE: Depending on the circumstances, some or all of the program periods may be changed or cancelled after the application has been accepted.

JICA Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management 202411676J001

The way to achieve
sustainable
management
of
urban railways
Gain insight from the experiences of Japan.
More practical, more interactive,
& more inspirational.

JICA Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management 202411676J001

 Outline
This program is designed
for government officials
and railway operators in
charge of urban
transportation in the
target countries.

In Japan, urban railways

systems have been
managed sustainably for
decades and vast
information and
experiences are
accumulated. In this
program, the know-how
and lessons learned from
this Japan’s experiences
will be shared to
participants to ensure
safety and efficient
railway operation and
management in their
respective countries.

All sessions are carried out

in English.

The period of the program

is from November 12 to
December 10, 2025.

Course Capacity:
10 participants.

JICA Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management 202411676J001

JICA Knowledge Co-Creation Program
(KCCP)
The Japanese Cabinet released the Development Cooperation Charter in
June 2023, stated that “In its development cooperation, Japan has
maintained the spirit of jointly creating things that suit partner countries
while respecting ownership, intentions and intrinsic characteristics of the
country concerned based on a field-oriented approach through dialogue
and collaboration. It has also maintained the approach of building
reciprocal relationships with developing countries in which both sides learn
from each other and grow and develop together.” We believe that this
‘Knowledge Co- Creation Program’ will serve as a foundation of mutual
learning process.

JICA Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management 202411676J001

Table of Contents
For What?
(Background, Objectives) ................................................................................. 6

To Whom?
(Job Areas and Organizations, Targeted Countries) .................................................. 6

When?
(Program Period) ........................................................................................... 7

Where?
(Place Where the Program Take Place) ................................................................ 7

How?
(How to Learn, Language, Commitment to the SDGs) ................................................ 8
(Program Structure) .................................................................................... 8-10
(Management Menbers) .................................................................................. 11

Eligibility and Procedures

(Expectations to the Applying Organizations, Nominee Qualifications) ...................... 12-13
(Required Documents for Application) ............................................................... 13
(Procedures for Application and Selection) .......................................................... 14
(Additional Document(s) to Be Submitted by Accepted Candidates) ....................... 14-15
(Conditions for Participation) .......................................................................... 15

Administrative Arrangements
(Organizer (JICA Center in Japan), Implementing Partner, Travel to Japan,
Accommodation in Japan, Expenses, Items to bring, Pre-departure Orientation) ....... 16-18

Annex
(Country Report) ...................................................................................... 19-20

For Your Reference

(JICA and Capacity Development, Japanese Development Experience) ........................ 21

Correspondence
(For Enquiries and Further Information) ............................................................. 23

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For To
What? Whom?
――――――――――――――――――― ―――――――――――――――――――
Background Job Areas and
Organizations
In developing countries with growing
populations, social and environmental
This program is designed for
problems in urban areas, such as
government officials and railway
traffic congestion and air pollution,
operators in charge of urban
are becoming very serious. To
transportation in the target
address these problems, the
countries.
construction of urban railway has
been promoted in these countries to
substitute automobile transportation. The applying organization with the best
intention to utilize the opportunity of this
However, for sustainable program will be highly valued in the
development of urban transportation, selection.
sound operation of urban railways
(safe and frequent operation,
operation and maintenance (O&M), ―――――――――――――――――――
business management, etc.) is Targeted Countries
necessary. Bangladesh, India, Indonesia, Panama,
―――――――――――――――――――
Philippines, Thailand, Tunisia,
Objectives Vietnam

To strengthen the planning and There may be participation from countries

implementation capacity of other than those listed above.
participants from government and
railway operators in charge of urban Participants who have successfully
completed the program will be awarded a
transportation in the target certificate by JICA.
countries.

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6
When? Where?
―――――――――――――――――――
This course is organized by JICA
Program Period Tokyo Center. Programs are primarily
From November 12, 2025 conducted in the Tokyo metropolitan
to December 10, 2025 area. In addition, one night in the
KANSAI region (Himeji and Osaka),
southwest of Tokyo, may be planned
(approx. 640 km away from Tokyo).

Osaka
Himeji

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How?
――――――――――――――――――――――――――――――――――――――――
How to Learn

• Lectures • Workshops
• Q&A Session • Discussions
• Field Visits • Presentations
――――――――――――――――――――――――――――――――――――――――
Language
English

――――――――――――――――――――――――――――――――――――――――
Commitment to the SDGs

―――――――――――――――――――――――――――――――――――――――
Program Structure

(1) Objective and Outcome

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(2) Contents (Tentative)

Topic Objective
To understand how the "Railway Technical Standards"
The responsibility and the
are set in Japan.
role of the Ministry (MLIT)
To understand the financial support system in Japan
for rail transport planning and implementation.
To understand by whom and how the causes of
Measures taken to prevent
railway accidents are confirmed and analyzed, and
reoccurrence of the railway
also by whom and how recommendations and opinions
accidents in Japan
are issued.
To understand the advantages and disadvantages of
Design of Railway Business
the typical urban railway operation methods and the
Operation Method,
characteristics of Japan and other countries and also
Privatization of The
to gain knowledge on the privatization of the
Japanese National Railways
Japanese National Railways.
To introduce the history and the experience of urban
Lessons Learned from the
railways development in the Tokyo metropolitan area
Development of Urban
and understand the nature of public-private
Railways in Tokyo and PPP
partnerships in urban railway operation in Asia and
Issues for Asian Railways
lessons learned.
Using backgammon games, participants will learn
about the relationship between private car use and
traffic congestion and the social dilemmas that arise
Mobility Management
when choosing a mode of transportation and
understand the importance of measures to promote
modal shift in society as a whole.
To deepen the knowledge on what is meant by
About Safety
“Safety comes first “, and how to realize it.
Human resource
To increase knowledge on human resource
development in the railway
development, responsibility of the railway operator.
company.
To deepen understanding of the overview of electric
Electrical system systems of conventional (other than high speed) trains
in the metropolitan area.
To deepen understanding of the outline of electric
Rolling Stock Maintenance
rail car vehicle maintenance.
Relationship between local
government(s), railway To deepen understanding of the relationship between
companies and others local government(s), railway companies and others
concerned in the city concerned in the city planning and development.
planning and development

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 To understand the relationship between urban railway
Railway Development and development and area development along their
Development of areas along railway lines, its meaning and effect from the
Railway lines perspective of "those who have already built the
urban railway".
TOD (Transit Oriented To deepen understanding of the importance and
Development; Development possibilities of development of areas around the
in the station vicinity) station through Japanese examples.
To deepen understanding of the knowledge required
for train operations prioritizing safety through
Operation control understanding of the responsibility and the role of the
operations control center, managed by a railway
operator.
Disaster Management To understand the outline of disaster management
Measures measures for which each railway operator is responsible.
Overview of Construction To understand the general concept of the construction
Operations work executed by the railway operator.
To understand efforts by urban railway operators to
Businesses utilizing IC cards
improve customer convenience. (e.g. E-Money)
To deepen each participants’ understanding of the
Country Report Presentation various issues that their home countries face and the
differences from other countries.
Present specific improvement plans (Action Plans) for
issues in their departments/organizations, utilizing
Action Plan Presentation the knowledge they have learned through this course,
to help improve the operation/management of urban
railways in their own countries.
To understand the outline of the railway
infrastructure in Japan and increase knowledge on
Sharing of Key Points of developing an urban railway business that enables
“KISS-RAIL” planning, construction and sound and sustainable
operations through the reference book, “Kiss-Rail
2.0”.
*Please note that the Contents is tentative and subject to change.

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Management Members

JICA Program Officers

Ms. Nana TAKAHASHI

Japan International Cooperation Agency (JICA)
Infrastructure Management Department

Mr. Kazuaki SATO

Japan International Cooperation Agency (JICA)
Tokyo Center

Implementing Partner
Japan International Consultants for Transportation Co., Ltd.
(JIC)

Ms. Kinuko MITANI (Course Leader)

Ms. Akiko MIMOTO

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Eligibility and
Procedures
――――――――――――――――――――――――――――――――――――――――
1. Expectations to the Applying Organizations
(1) This course is designed primarily for organizations that intend to address
specific issues or problems identified in their operation. Applying
organizations are expected to use the program for those specific purposes.
(2) This course is enriched with contents and facilitation schemes specially
developed in collaboration with relevant prominent organizations/companies
in Japan. These special features enable the course to meet specific
requirements of applying organizations and effectively facilitate them
toward solutions for the issues and problems.
―――――――――――――――――――――――――――――――――――――――
2. Nominee Qualifications
Applying organizations are expected to select nominees who meet the following
qualifications.
(Remarks) Each Organizations is requested to strongly encourage female candidates to
apply for the course to accelerate the realization of gender equality and Women’s
empowerment.

(1) Essential Qualifications

1) Current Duties: government officers and railway operators in charge of urban
transportation, such as commuter rail, underground railway, LRT (Light Rail
Transit) and MRT (Mass Rapid Transit), or its equivalent.
2) Educational Background: be a university graduate or have an equivalent
educational background.
3) Language: be proficient in spoken and written English (Please attach an
official certificate for English ability such as TOEFL, TOEIC, IELTS etc.,).
Please note that if JICA determines that a selected candidate's English
proficiency is insufficient and communication is difficult, JICA may decline
his/her participation in the Course.

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 4) Health: must be in good health to participate in the program in Japan. For
example, participants are expected to walk about 10,000 steps a day for some
days.
To reduce the risk of worsening symptoms associated with respiratory
tract infection, please be honest to declare in the Medical History
(QUESTIONNAIRE ON MEDICAL STATUS RESTRICTION of the application form)
if you have been a patient of following illnesses; Hypertension / Diabetes /
Cardiovascular illness / Heart failure / Chronic respiratory illness.

(2) Recommended Qualifications

1) Age: be at the age 45 years or younger in principle
2) Experience in the relevant field: have more than five (5) years of experience
in the field of railway business.
3) Gender Equality and Women’s Empowerment: Women are encouraged to
apply for the program. JICA is committed to promoting gender equality and
women’s empowerment and provides equal opportunities for all applicants
regardless of their sexual orientation or gender identity.

――――――――――――――――――――――――――――――――――――――――

3. Required Documents for Application

(1) Application Form: The Application Form is available at the JICA overseas
office (or the Embassy of Japan)
* If you have any difficulties/disabilities which require assistance, please
specify necessary assistances in the QUESTIONNAIRE ON MEDICAL STATUS
RESTRICTION (1-(c)) of the application form. Information will be reviewed and
used for reasonable accommodation.
(2) Photocopy of Passport: You should submit it with the application form if you
possess your passport which you will carry when entering Japan for this
program. If not, you are requested to submit its photocopy as soon as you
obtain it.
*The following information should be included in the photocopy:
Name, Date of Birth, Nationality, Sex, Passport Number and Expiry Date
(3) English Score Sheet: You should submit any official English examination scores
with the application form. (e.g., TOEFL, TOEIC, IELTS etc.,)

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――――――――――――――――――――――――――――――――――――――――

4. Procedures for Application and Selection

(1) Submission of the Application Documents

Closing date for applications: Please confirm the local deadline with the
JICA overseas office (or the Embassy of Japan).
（All required material must arrive at JICA Tokyo Center in Japan by August
12 (Tue), 2025）

(2) Selection
Primary screening is conducted at the JICA overseas office (or the embassy of
Japan) after receiving official documents from your government. JICA Center
will consult with concerned organizations in Japan in the process of final
selection. Applying organizations with the best intentions to utilize the
opportunity will be highly valued.

The Government of Japan will examine applicants who belong to the military
or other military-related organizations and/or who are enlisted in the
military, taking into consideration of their duties, positions in the
organization and other relevant information in a comprehensive manner to
be consistent with the Development Cooperation Charter of Japan.

(3) Notice of Acceptance

The JICA overseas office (or the Embassy of Japan) will notify the results not
later than September 12 (Fri), 2025.

――――――――――――――――――――――――――――――――――――――――
5. Additional Document(s) to Be Submitted by Accepted
Candidates
（1）Country Report -- to be submitted by October 10 (Fri), 2025
Accepted candidates will be required to submit “Country Report”. See Annex
"Country Report” for detail.
Country Report should be sent by email to JICA at tictee@jica.go.jp (Kazuaki SATO)
by October 10 (Fri), 2025.

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 (2) Self-Introduction Sheet
All Participants are expected to deliver a presentation of Self Introduction at
the beginning of the program,
Further instruction and format for preparing the presentation will be given only
to the accepted candidates after Notice of Acceptance.

――――――――――――――――――――――――――――――――――――――――
6. Conditions for Participation
The participants of KCCP are required.
(1) to strictly observe the course schedule,
(2) not to change the air ticket (and flight class and flight schedule arranged by
JICA) and lodging by the participants themselves,
(3) to understand that leaving Japan during the course period (to return to home
country, etc.) is not allowed (except for programs longer than one year),
(4) not to bring or invite any family members (except for programs longer than
one year),
(5) to carry out such instructions and abide by such conditions as may be
stipulated by both the nominating Government and the Japanese
Government in respect of the course,
(6) to observe the rules and regulations of the program implementing partners to
provide the program or establishments,
(7) not to engage in political activities, or any form of employment for profit,
(8) to discontinue the program, should the participants violate the Japanese laws
or JICA’s regulations, or the participants commit illegal or immoral conduct,
or get critical illness or serious injury and be considered unable to continue
the course. The participants shall be responsible for paying any cost for
treatment of the said health conditions except for the medical care
stipulated in (3) of “3. Expenses”, “Administrative Arrangements”,
(9) to return the total amount or a part of the expenditure for the KCCP
depending on the severity of such violation, should the participants violate
the laws and ordinances,
(10) not to drive a car or motorbike, regardless of an international driving license
possessed,
(11) to observe the rules and regulations at the place of the participants’
accommodation, and
(12) to refund allowances or other benefits paid by JICA in the case of a change
in schedule.

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Administrative
Arrangements
――――――――――――――――――――――――――――――――――――――――
1. Organizer (JICA Center in Japan)
(1) Center: JICA Tokyo Center (JICA TOKYO)
(2) Program Officer: Kazuaki SATO (tictee@jica.go.jp)

――――――――――――――――――――――――――――――――――――――――
2. Implementing Partner
(1) Name: Japan International Consultants for Transportation Co., Ltd.
(2) URL: https://www.jictransport.co.jp/en/

――――――――――――――――――――――――――――――――――――――――
3. Expenses
The following expenses in Japan will be provided by JICA
(1) Allowances for meals, living expenses, outfits, and shipping and stopover.
(2) Expenses for study tours (basically in the form of train tickets).
(3) Medical care for participants who become ill after arriving in Japan (the
costs related to pre-existing illness, pregnancy, or dental treatment are not
included).
(4) Expenses for program implementation, including materials.
(5) For more details, please see “III. ALLOWANCES” of the brochure for
participants titled “KENSHU-IN GUIDE BOOK,” which will be given before
departure for Japan.
*Link to JICA HP (English/French/Spanish/Russian):
https://www.jica.go.jp/english/our_work/types_of_assistance/tech/accept

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――――――――――――――――――――――――――――――――――――――――
4. Items to bring
Please bring the following items with you.
A) Personal computer (laptop computer)
(Please note that JICA will not be held any responsible in the event of
a breakdown or lost.)
B) Business attire (e.g., formal suite, jacket, trousers (female
participants (for field visits))
C) Sneakers: There are some days you are expected to walk around all
day. Thus, please bring comfortable shoes (e.g., no heels, no sandals).
D) Food: There are a few days you are expected to bring your own lunch.
Supermarket and/or restaurant may not be available at locations
during site surveys (especially, vegan, vegetarian, jain and halal
foods).
E) Travel Bag: This Course includes overnight study trip, so please bring
one carry-on size bag (or backpack).

――――――――――――――――――――――――――――――――――――――――
5. Pre-departure Orientation
A pre-departure orientation will be held at respective country’s JICA office (or
the Japanese Embassy), to provide Participants with details on travel to Japan,
conditions of the course, and other matters.

Part I: Knowledge Co-Creation Program and Life in Japan

English ver. https://www.youtube.com/watch?v=SLurfKugrEw
French ver. https://www.youtube.com/watch?v=v2yU9lSYcTY

Spanish ver. https://www.youtube.com/watch?v=m7l-WlQSDjI

Russian ver. https://www.youtube.com/watch?v=P7_ujz37AQc
Arabic ver. https://www.youtube.com/watch?v=1iBQqdpXQb4
Part II: Introduction of JICA Centers in Japan
JICA Tokyo https://www.jica.go.jp/tokyo/english/office/index.html

If the link of these youtube URLs has expired, please access the URL below and
search the necessary information from the key word.
https://www.youtube.com/user/JICAChannel02

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――――――――――――――――――――――――――――――――――――――

6. Reference

KENSHU-IN GUIDE BOOK

For more detailed terms and conditions
https://www.jica.go.jp/english/our_work/types_of_assistance/tech/acceptance/training/index.html

Video: JICA Predeparture Briefing

For more information on life in Japan and KCCP
https://www.youtube.com/watch?v=SLurfKugrEw

Website: JICA
English/French/Spanish/Russian
https://www.jica.go.jp/english/our_work/types_of_assistance/tech/acceptance/training/index.html

PDF: Facility Guide for JICA Tokyo Center

https://www.jica.go.jp/tokyo/english/office/c8h0vm0000fghcxq-att/facilities_service_guide.pdf

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 For Accepted Applicants Only
Annex 1.
―――――――――――――――――――――――――――――――――――――――
Country Report
Accepted candidates are required to submit Country Report and make a presentation
on November 27 and 28, 2025 at “Mass-Trans Innovation Japan 2025” in the
management members and Japanese railway companies which has interests for
overseas business. This session will be held at presentation space inside the
exhibition hall.
Please prepare and submit your Country Report following the instruction below.

1. Submission deadline: October 10 (Fri), 2025.

Please submit PPT presentation to via email: JICA Tokyo Center, tictee@jica.go.jp
(Kazuaki SATO)
After you submit your manuscript, we will review it and may ask you to make revisions
as necessity before you come to Japan.
Please be sure to adhere to the submission deadline above.

2. Format: MS Power Point

3. What should be included:

(1) Organization profile
1) Overview of organization (e.g., year of establishment,
mandate/mission, location, organizational chart, number of employees)
2) Overview of business management (e.g., annual financial resource
allocation, annual operation income, annual operation expenditure)
3) Total length of rail network
4) Train service/route map (actual and planned)
5) Overview of facilities (e.g., types of train lines operating in, number of
train units, number of stations and rolling stock depots,
6) Current operation status (e.g., average number of daily passenger train
runs, average number of passenger line network, annual number of
passengers of each line, annual passenger-distance of each line,
average number of daily train)
7) Current status of Master Plan realization (organizational level)

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(2) Issues to be addressed.
・Railway management issues and problems at your organization
(e.g.) sales, finance, human resources development, facilities maintenance.
・Some photos /videos which other participants could understand the issues.
(promotion photos/videos are NOT required)

(3) Requests for Japan

 Any requests for JICA and Japanese companies to solve issues in your
country.

(4) What you want to learn in Japan

 Your expectation and personal goals for this course

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 

For Your Reference

JICA and Capacity Development
Technical cooperation is people-to-people cooperation that supports partner countries in enhancing
their comprehensive capacities to address development challenges by their own efforts. Instead of
applying Japanese technology per se to partner countries, JICA’s technical cooperation provides
solutions that best fit their needs by working with people living there. In the process, consideration is
given to factors such as their regional characteristics, historical background, and languages. JICA does
not limit its technical cooperation to human resources development; it offers multi-tiered assistance
that also involves organizational strengthening, policy formulation, and institution building.
Implementation methods of JICA’s technical cooperation can be divided into two approaches. One is
overseas cooperation by dispatching experts and volunteers in various development sectors to partner
countries; the other is domestic cooperation by inviting participants from developing countries to Japan.
The latter method is the Knowledge Co-Creation Program, formerly called Training Program, and it is
one of the core programs carried out in Japan. By inviting officials from partner countries and with
cooperation from domestic partners, the Knowledge Co-Creation Program provides technical knowledge
and practical solutions for development issues in participating countries.
The Knowledge Co-Creation Program (Group & Region Focus) has long occupied an important place in
JICA operations. About 400 pre-organized courses 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 programs is being customized by the
different target organizations to address the specific needs, such as policy-making organizations, service
provision organizations, as well as research and academic institutions. Some programs are organized to
target a certain group of countries with similar developmental challenges.

Japanese Development Experience

Japan, as the first non-Western nation to become a developed country, built itself into a country that is
free, peaceful, prosperous and democratic while preserving its tradition. Japan will serve as one of the
best examples for our partner countries to follow in their own development.
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 a process of adoption and adaptation, of
course, has been accompanied by countless failures and errors behind the success stories.
Through Japan’s progressive adaptation and application of systems, methods and technologies from the
West in a way that is suited to its own circumstances, Japan has developed a storehouse of knowledge
not found elsewhere from unique systems of organization, administration and personnel management
to such social systems as the livelihood improvement approach and governmental organization. It is not
easy to apply such experiences to other countries where the circumstances differ, but the experiences
can provide ideas and clues useful when devising measures to solve problems.
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.

JICA Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management 202411676J001

21
This information pertains to one of the JICA
Knowledge Co-Creation Programs (Group &
Region Focus) of the Japan International
Cooperation Agency (JICA) implemented as
part of the Official Development Assistance of
the Government of Japan based on bilateral
agreement between both Governments.

JICA Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management 202411676J001

Correspondence
For enquiries and further information, please contact the JICA office or Embassy of Japan.

Further, address correspondence to:

JICA Tokyo Center (JICA Tokyo)
Address: 2-49-5, Nishihara, Shibuya-ku, Tokyo 151-0066, Japan
TEL: +81-3-3485-7051 FAX: +81-3-3485-7904
(“81” is the country code for Japan, and “3” is the local area code)

JICA Knowledge Co-Creation Program (Group and Region Focus)

Urban Railways Management 202411676J001

 CONFIDENTIAL

Application Guideline for

the JICA Knowledge Co-Creation Program

This guideline explains how to apply for the Knowledge Co-Creation program (KCCP) of
the Japan International Cooperation Agency (JICA) under the Official Development
Assistance Program of the Government of Japan.
Please complete the Application Forms according to the guideline. For additional
information, please consult the JICA Office, or in its absence, the Embassy of Japan in
your country.

Form Filled by
Form1. Official Application Form ・To be filled by applicant and supervisor
of the applicant*
・To be signed by supervisor of the
applicant
・Official stamp of organization of the
applicant is needed.
Form2. Individual Application Form Applicant
Form3. Questionnaire on Medical Status Applicant
and Restrictions

Form4. Terms and Conditions, and Applicant

Declaration

*Supervisor: the head of the department/division of organization of the applicant.

Please be advised;
(a) To carefully read the General Information (GI) of the KCCP,
(b) To fill only in typewritten except for signature,
(c) To fill in the form in English,
(d) To attach applicant's photograph (data/actual photograph),
(e) To prepare document(s) described in the GI and/or confer with the JICA Expert or
JICA overseas office, and attach these documents to the completed Application
Forms.

In submitting the Application Forms and attached documents, please make sure;
(g) To prepare a copy of your passport,
(h) To confirm the application procedure stipulated by your government,
(i) To submit the original Application Forms with all necessary document(s) to the
responsible organization of your government according to its application procedure,
(j) and
That your participation may be denied, if you fail to provide all required information
and documents completely and on time.
 CONFIDENTIAL

CHECK LIST before submission:

Items Form No. Check

1. Fill in all items in typewritten All the forms YES NO N/A

2. Applicant's signature Form 2, 3, 4 YES NO N/A

3. Signature of supervisor of the applicant* Form 1 YES NO N/A

4. Official stamp of your organization Form 1 YES NO N/A

5. Applicant's photo Form 3 YES NO N/A

6. Relationship with the Military Form 2 YES NO N/A

7. Dietary Restrictions Form 3 YES NO N/A

8. Attach a copy of passport (Machine Readable -

Zone)
*Applicants from Latin American and the YES NO N/A
Caribbean Countries, please refer to the note
below.
*Supervisor: the head of the department/division of your organization

Note for Applicants from Latin American and the Caribbean Countries:
(1) If applicant is from any of the countries listed below and have a passport with a
valid U.S. visa, please attach herewith a copy of Identification Pages on the inside
cover of applicant's passport (i.e., the two pages that include the applicant
photograph and detailed passport information), and the page of U.S. visa:

Antigua and Barbuda, Argentina (only Japanese descendants), Barbados,

Bolivia, Brazil, Chile, Colombia, Dominica, Ecuador, Grenada, Guatemala,
Guyana, Haiti, Mexico, Peru, Rep. of Dominica, St. Christopher and Nevis, St.
Lucia, St. Vincent and the Grenadines, Suriname, or Venezuela.

(2) If applicant is from any of countries listed below and have a passport without a
valid U.S. visa, please attach herewith a copy of Identification Pages on the inside
cover of the applicant's passport (i.e., the two pages that include the applicant's
photograph and the applicant's detailed passport information).

Belize, Costa Rica, El Salvador, Honduras, Jamaica, Marshall, Micronesia,

Nicaragua, Palau, Panama, Paraguay, Trinidad and Tobago, and Uruguay.
 CONFIDENTIAL

Application form for the JICA Knowledge Co-Creation Program:

Form1. OFFICIAL APPLICATION FORM

*To be signed by the applicant's supervisor (the head of the relevant department / division of the applicant's
organization).

1. Course Title (as shown in the GI)

2. Course Number (the number as “xxxxxxxxxJxxx “shown in the GI)

3. Course Duration (DD/MONTH/YYYY)

From -- Select-- / -- Select-- / -- Select-- To -- Select-- / -- Select-- / -- Select--

4. Country

5. Name of Applying Organization

6. Name of the Nominee(s)

1)
2)
3)
4)

7. Reason for nominating the Applicant

Please describe the reason(s) why the applicant was selected, referring to the following points; 1)
Program requirement, 2) Capacity/Position, 3) Future plan to be done by the applicant after the KCCP,
4) Future plan of your organization and 5) Others.
8. Expectation and Future Plan of Actions
Please describe how your organization shall make use of the expected achievement of the Applicant
after the program, in addressing the said issues or problems

9. Confirmation by the organization in charge

Our organization hereby applies for the Knowledge Co-Creation Program of the Japan International
Cooperation Agency and proposes to dispatch qualified nominees to participate in the programs.

Date: -- Select-- / -- Select-- / -- Select-- Signature:

Name:
Title / Position Official Stamp
Department / Division
Office Address Address:
and
Contact Tel: E-mail: Fax:

(If necessary) Confirmation by the organization in charge

I, as a supervisor, have examined the documents in this form and found them true. Accordingly, I agree to
nominate this person(s) on behalf of our government.
Date: -- Select-- / -- Select-- / -- Select-- Signature:
Name:
Title / Position Official Stamp
Department / Division

By Nominator (head of relevant department/division)

Date -- Select-- / -- Select-- / -- Select--

Name

Title/Positio
n

Signature
 CONFIDENTIAL

Application form for the JICA Knowledge Co-Creation Program:

Form2. INDIVIDUAL APPLICATION FORM

*To be filled by Applicant.

1. Course Title (as shown in the GI) Attach applicant's

photograph
(data/actual
photograph)

2. Course Number (the number as “xxxxxxxxxJxxx “shown in (taken within

the GI) the last six months)

Size: 4.5x3.5cm

3. Personal Information on Applicant

1) Name of Applicant (as shown in the passport)

*Please type the name as shown in the passport carried. The information will be
used for flight arrangements.

Family Name /Surname

First Name

Middle Name

2) Nationality (as shown in the passport)

3) Sex (for VISA application)

Male Female

4) Date of Birth
Age
Day Month Year (as of the date of
the form)
-- Select-- -- Select-- -- Select--
5) Passport/Visa
Passport possession -- Select-- Expiry date Day Month Year
USA visa possession* -- Select-- of passport -- Select-- -- Select-- -- Select--
*Applicants from Latin American and the Caribbean Countries only.

6) Contact Information
Address:

Private TEL*: Mobile*:

FAX*: E-mail:

Address:

Office TEL*: Mobile*:

FAX*: E-mail:

Name:
Relationship to
you:
Emergency
Address:
Contact
TEL*: Mobile*:

FAX*: E-mail:

7) Present Position
Organization
Year that entered
-- Select--
the organization
Department / Division
Title
No. of years of Number of Years From (Year)
service in the
present position -- Select--

National Government Local Government Public Enterprise

Type of Organization Private (profit) NGO/Private (Non-profit) University

Other:

Number of employees -- Select--

Home Page Address
8) Questionnaire on Relationship with the Military (FOR ALL THE APPLICANTS)
Must select!
Personnel of the military or organizations under the military (active
-- Select-- military personnel or military personnel listed in the muster roll/military
register)
Personnel of the Ministry of Defense, or organizations under the
-- Select--
Ministry of Defense
Personnel of organizations that are specified by law under the military
-- Select--
or the Ministry of Defense in case of an emergency
Persons listed in the muster roll/military register who are not currently
-- Select-- affiliated with the military, the Ministry of Defense, or affiliated
organizations
Personnel of civilian organizations which have divisions to conduct
-- Select--
military-related activities

4. Experience and Eligibility

1) Career Background (After graduation and before taking the present position)
*Only Applicants for KCCP (Group and Region Focused) are requested to fill in this
part.
Period
City/ Position or Title and Brief Job
Organization From To Department/Division
Country Description
Month/Year Month/Year

-- Select-- -- Select--

-- Select-- -- Select--

-- Select-- -- Select--
2) Academic Background (University, College or Higher Education)
Period
City/
Institution From To Degree Major
Country
Month/Year Month/Year

-- Select-- -- Select--

-- Select-- -- Select--

-- Select-- -- Select--
3) Experience of Training or Study in Foreign Countries (including all the training
experience in JICA’s programs)
*Only Applicants for KCCP (Group and Region Focused) are required to fill in this
part.
Period
City/
Institution From To Field of Study/Study Program Title
Country
Month/Year Month/Year

-- Select-- -- Select--

-- Select-- -- Select--

-- Select-- -- Select--
4）Language Proficiency (Self-Assessment)
1) Language to be used in the course (as shown in
GI)
Listening Excellent Good Fair Poor

Speaking Excellent Good Fair Poor

Reading Excellent Good Fair Poor

Writing Excellent Good Fair Poor

Language Test Scores if any

( )
(ex. TOEFL, TOEIC, etc.)
2) Mother
( )
Tongue
( )
3) Other
Excellent Good Fair Poor
languages

【Criteria for Assessment of

Language Proficiency】
Refined fluency skills and topic-controlled
discussions, debates & presentations. Formulates
Excellent strategies to deal with various essay types,
including narrative, comparison, cause-effect &
argumentative essays.
Conversational accuracy & fluency in a wide range
of situations: discussions, short presentations &
Good
interviews. Compound complex sentences.
Extended essay formation.

Broader range of language related to expressing

opinions, giving advice, making suggestions.
Fair
Limited compound and complex sentences &
expanded paragraph formation.

Simple conversation level, such as self-introduction,

Poor brief question & answer using the present and past
tenses.
5. Background and Purpose of Application

1) Current challenges in the organization in relation to the theme of the KCCP you
are applying:
Describe the issues that your organization/department intends to tackle by
participating in this program.

2) Main duties of Applicant:

Describe your main duties and responsibilities in relation to this program.

3) Relevant Experience of Applicant:

Describe previous occupational experiences that is highly relevant in this program.
4) Your individual Goal:
Elaborate on the applicant's plans to apply the lessons learned from this program to
the applicant's organization.

5) Area of Interest and/or your expectation:

Specify the applicant's particular interest with reference to the contents of this
program.

By Applicant

Date -- Select-- / -- Select-- / -- Select--

Name

Title/Positi
on

Signature
 CONFIDENTIAL

Application form for the JICA Knowledge Co-Creation Program:

Form3. QUESTIONNAIRE ON MEDICAL STATUS AND RESTRICTION

(Self-Declaration)

1. Present Medical Status

(a Have applicant taken any medicine or had a medical checkup by a physician for
) your illness such as diabetes, hypertension, asthma, etc.?
NO YES

Name of Name of
illness medicine
If yes, please attach doctor's letter (preferably, written in English) that
describes the current status of the applicant's illness, and gives
agreement to your participation in the program.

(b Does applicant have any allergies with medicine, food, pollen, etc.?
)
NO YES

What are you allergic to? What kind of allergic symptoms do you have
such as itch, rash, hives, etc.?
(
)

(c) Please indicate any needs arising from disabilities that may require additional
support or facilities.
(
)
Note: Disability will not lead to exclusion of the Applicant from the program. However,
the Applicant may be directly inquired by the JICA official in charge for a more
detailed account of his/her condition.
2. Medical History
(a Have applicant had any illness such as heart, hepatic, kidney disease, etc.?
) NO YES

Please specify (
)

(b Have applicant or/and the applicant's family members had tuberculosis?

) NO YES

Please specify (
)

Have applicant ever been a patient in a mental clinic or been treated by a

(c)
psychiatrist?
NO YES

Please specify (
)

(d Have applicant ever had any sleeping, eating or other disorders?

)
NO YES

Please specify (
)
Name of medicine taken if any (
)

3. Dietary Restrictions

Are there any dietary restrictions? (e.g., beef, pork, etc.)

If you have any allergies, please provide detailed information to question 1(b)

NO YES

Please specify (
)
4. Other Medical Issues/Conditions
If applicant have any medical issues/conditions that are not described above, please
indicate below.

* Is applicant pregnant?
NO YES

Weeks of pregnancy -- Select-- weeks

The applicant certify that have read the above instructions and answered all questions
truthfully and completely to the best of the applicant's knowledge.

The applicant understand that medical conditions resulting from pre-existing conditions
will not be financially compensated by JICA, and may be a reason for termination of the
program.

The applicant understand that this questionnaire will be checked by the people who are
engaged in the program during stay in Japan.

The applicant may not be possible to purchase pharmaceuticals, medical equipment,

etc. in Japan, due to Japanese laws.

By Applicant

Date -- Select-- / -- Select-- / -- Select--

Name

Title/Position

Signature

※Please notify JICA staff upon any changes in your health condition after
submission of the form.
 CONFIDENTIAL

Application form for the JICA Knowledge Co-Creation Program:

Form4. TERMS AND CONDITIONS

DECLARATION (to be signed by the Applicant)

・I understand and fully agree to the following terms and conditions set forth below.
1. General Rule
2. Privacy Policy
3. Copyright Policy

・I will be subject to any penalties imposed as a consequence of my failure to abide by the

above terms and conditions.

・I understand the intention of JICA on “4.Portrait Right Policy” mentioned below, and my
intention for usage/publication of photographs and videos including the portrait of myself
by JICA for the purpose above is as follows:
Agree Disgree

・I certify that the statements I made in this form are true, complete and correct to the best
of my knowledge and belief.

By Applicant

Date -- Select-- / -- Select-- / -- Select--

Name

Title/Position

Signature
1. General Rules
The participants are requested:
(1) to strictly observe the course schedule,
(2) not to change the air ticket (and flight class and flight schedule arranged by JICA)
and lodging by the participants themselves,
(3) to understand that leaving Japan during the course period (to return to home
country, etc.) is not allowed (except for programs longer than one year),
(4) not to bring or invite any family members (except for programs longer than one
(5) year),
to carry out such instructions and abide by such conditions as may be stipulated by
both the nominating Government and the Japanese Government in respect of the
course,
(6) to observe the rules and regulations of the program implementing partners to
provide the program or establishments,
(7) not to engage in political activities, or any form of employment for profit,
(8) to discontinue the program, should the participants violate Japanese laws or JICA’s
regulations, or the participants commit illegal or immoral conduct, or get critical
illness or serious injury and be considered unable to continue the course,
(9) to return the total amount or a part of the expenditure for the KCCP depending on
the severity of such violation, should the participants violate the laws and
ordinances,
(10 not to drive a car or motorbike, regardless of an international driving license
)(11 possessed,
to observe the rules and regulations at the place of the participants’ accommodation,
)(12 and
to refund allowances or other benefits paid by JICA in the case of a change in
) schedule.
2. Privacy Policy
The participants are requested to understand Privacy Policy of JICA as follows.
(1) Scope of Use
Any information used for identifying individuals (hereinafter referred to as “Personal
Information”) that is acquired by JICA will be stored, used, or analyzed only within
the scope of JICA activities. JICA reserves the right to use such Personal
Information in accordance with the provisions of this privacy policy.

(2) Limitations on Use and Provision

JICA shall never intentionally provide Personal Information to any third party with the
following three exceptions:
(a) In cases of legally mandated disclosure requests;
(b) In cases in which the provider of the Personal Information grants permission
for its disclosure to a third party;
(c) In cases in which JICA needs to provide Personal Information for the persons
or entities where JICA contracts out all or part of the KCCP and its relevant
projects.
The Personal Information provided herein will be only limited to the information
necessary for the persons or entities to implement the contracted tasks.
(3) Security Notice
JICA takes measures required to prevent the divulgence, loss, or destruction of
Personal Information, and to otherwise properly manage such information.

※JICA’s policy for the transfer of personal data from the European Economic Area
(EEA) to outside the EEA (to Japan and third countries);
JICA has revised “Bylaws for the Implementation of Personal Information Protection”
which was published based on Japan’s legislation by adding new provisions
regarding how to deal with personal data within the EEA in order to meet General
Data Protection Regulations (GDPR’s) requirements for data protection. Based on
the new bylaws, JICA entered into the EU Standard Contractual Clauses (SCCs)
which allows us to transfer personal data from offices within the EEA to offices
outside the EEA (in Japan and third countries).
3. Copyright Policy
The participants are requested to comply with the following;
(1) The participants shall use all the documents provided for the KCCP (including texts,
materials, etc.), within the scopes and/or conditions separately approved by JICA
and/or the Original Author.
If the participants apply to the KCCP, the participants shall also comply with Terms
of Use of the Materials for the KCCP that are shown on the JICA website.
(https://www.jica.go.jp/english/our_work/types_of_assistance/tech/acceptance/trainin
g/index.html)
(2) All the documents prepared for the KCCP (including reports, action plans,
presentations, etc.) shall be prepared by the participants themselves in principle. If
the participants use any third party’s(ies’) works (photograph, illustration, map,
figures, etc.), which are protected under the copyright laws and regulations in the
participants’ countries or copyright-related multinational agreements, the participants
shall obtain a license necessary to use the works from such third party(ies).

(3) The participants agree that JICA may use (including, but not limited to, reproduce,
publicly transmit, distribute and modify) any documents prepared by the participants
for other programs conducted by JICA (for example, as a reference for the other
KCCP courses and a project formulation).

(4) JICA will not be liable for the contents of any documents created by the participants
for the purpose of the KCCP.

4. Portrait Right Policy

During the implementation period of KCCP, JICA (including hired photographer and
program implementing partners) will shoot photographs and video footage mainly for the
following purposes:
・Use on the website or in SNS administrated/operated by JICA,
・Use in JICA publications (public relations magazines, annual reports, journals, etc.) in
printed or electronic form,
*Photos and images taken will not be used for commercial purposes and the participants’
personal information will not be disclosed to any third party without the consent of the
participants.

JICA would appreciate it if the participants of KCCP grant the participants themselves
portrait right license to JICA for photos and images taken described above.
It is, however, not a requirement of KCCP. The participants do not agree to grant the
participants themselves portrait right license to JICA, has absolutely no problem in
participating KCCP. JICA respects the intention of each participant.