Part I
General Remarks

Main Activities in FY2004

Part I General Remarks–Main Activities in FY2004

W

hile public attention was focused on post-conflict rehabilitation activities in Afghanistan and Iraq, theSumatran Earthquake and Tsunami Disaster in the Indian Ocean severely affected several countries bordering on the Indian Ocean at the end of December 2004. Both man-made conflicts and natural disasters can change people’s lives overnight—destroying the social infrastructure, depriving people of means to earn
their livelihood, and dealing a severe blow to regional and national economies. The poor and destitute in developing countries are the hardest-hit by want and fear, and from the perspective of human security it is vital to offer
them support.
Rehabilitation of countries devastated by conflict or natural disaster requires infrastructure restoration—repairing or rebuilding hospitals, schools, roads, sewerage and water systems, energy-related facilities—to provide thenecessary environment for resuming socioeconomic activity.
JICS supports these activities through its procurement management operations for emergency grant aid and nonproject grant aid. Here are reports describing JICS’ activities in this area.

SpecialFeatureJICS’Role in
Rehabilitation
Convoy preparing for departure on the Iraq side of the border.

Iraq
Maintaining Public Security
and Safety
To signal the international community’s strong commitment to Iraq, an international conference to discuss
reconstruction was convened in Madrid in October 2003,
following the fall of Saddam Hussein in April of the same
year. Before the meeting, Japan, which jointly chaired theconference, announced that it would allocate 1.5 billion
U.S. dollars in grant aid for interim support. This grant
aid is being used throughout Iraq to restore public safety
and electricity, health care, sanitation and other amenities

6

Armenia Azerbaijan
TurkeyIran

Syria
BaghdadLebanon

Iraq
Amman

SamawahJordanAqaba

Saudi Arabia

KuwaitSpecial Feature

Vehicle being inspected at a plant in Japan.

essential for rebuilding and improving the lives of citizens.
This grant aid includes bilateral aid to the Iraqi government as well as aid channeled through internationalorganizations. JICS is involved with procurement of goods
and services as part of this bilateral aid.

JICS’ Role in Rehabilitaion

intense heat and dusty conditions. In order to make effective use of the fund provided, the winning contractor was
selected based on competitiveness, fairness and transparency, and capacity to ensure swift implementation, andJICS kept in close touch with the Ministry of Interior at allstages of the process. A total of 1,150 Japan-made police
vehicles (340 sedans and 810 SUVs) were procured
through JICS. Over the years, JICS has been involved inmany procurement projects all over the world, and it has
also handled an increasing number of projects related torehabilitation and peacebuilding. However, the situationin Iraq necessitated special care in making sure that theequipment could be safely delivered.
After exploring various alternatives, it was decided thatthe safest way to transport the equipment would be by

Ensuring Safe Transport of Procured
Equipment
On January 16, 2004, the Japanese government decided toprovide emergency grant aid to Iraq in the amount of 3
billion yen, to be used to buy police vehicles for maintaining public order, and tools and equipment for vehicle
maintenance needed by maintenance facilities in
Baghdad. On the same day, JICS concluded a contract with
the Iraqi Ministry of Interior and began arranging for procurement of the equipment in the capacity of procurement management agent. Due to unsettled local conditions, JICS carried this project out with the help of Crown
Agents, the British procurement agency.
JICS solicited bids for the procurement of the police
vehicles, which were built to specifications for use in

Shipment unloaded after arriving by sea.

Briefing by the security services company before sending a convoy.

convoy accompanied by a security detail. For maximum
protection, JICS selected the most appropriate security
services company for the job, with a proven record of protecting various international agencies and the Coalition
Provisional Authority (CPA).
The first convoy crossed the Iraq border on May 25,
2004, headed for Baghdad. The risky transport operationnecessitated close attention to numerous factors, such as:(1) Dealing with emergencies
To deal with unforeseen situations, such as road closuresdue to deteriorating safety or accidents during transport, acommunication chain and emergency support system was
set up to ensure the safety of drivers, security staff andvehicles.
(2) Flexible response
Various responses were planned, based on information
gathered about the transport route, in order to deal with

7

Part I General Remarks–Main Activities in FY2004

Trailers waiting at the Iraq border.

unforeseen conditions and ensure smooth and safe transport of the procured equipment. For example, the transport timetable was continually revised to take account of
how far each convoy had traveled, prevailing conditions,time of day, weather conditions and other factors evaluated comprehensively.

(3) Communication within the teamThe various parties involved in the transport operation—the Japanese embassy, JICS, suppliers, thetransport company and the security services company—worked together as a team.
The operation got underway after thoroughpreparations to establish the security protection
system and arrange details such as how to communicate during transport and obtain armoredvehicles and emergency life-saving kits.
Convoys were halted several times along theway, since some of the towns along the route werein armed insurgents’ hands and were targeted for
attacks by U.S. forces. Situations such as religious
demonstrations or sealing of the border by U.S.
forces necessitated numerous revisions of thetransport schedule and notifying all parties in theteam. Thanks to the cooperation and close coordination among all the parties, this difficult task was successfully completed on October 6, 2004. (See staff report
below)

Other Activities
Following procurement of the police vehicles, additional

Emergency Grant Aid to Iraq

Equipment
Procurement

Facilities
Rehabilitation

8

Project Name
Project for the Provision of Police Vehicles (completed)
Project for the Provision of Fire Fighting Vehicles(Baghdad Mayoralty)
Project for the Provision of Equipments for
Solid Waste and Sewage Management(MMPW)
Project for the Provision of Armored Vehicles
Project for the Provision of Ambulances
Project for the Provision of Equipment for Solid Waste Management in Samawah
Project for Provision of Equipment to Primary Health Centers in the Governorate of Al-Muthanna
Project for the Provision of Police Buses and Motorcycles
Project for Installation of Mobile Substation
Project for Rehabilitation of Taji Gas Turbine Power Station
Project for Rehabilitation of Mosul Gas Turbine Power Station
Project for Rehabilitation of Mosul Hydroelectric Power Station No.1
Project for Rehabilitation of 4 General Hospitals in the Southern Region of Iraq
Project for Rehabilitation of 4 General Hospitals in the Northern Region of Iraq
Project for Rehabilitation of 3 General Hospitals in the Central Region of Iraq
Project for Improvement of Water Supply in Baghdad
Project for Improvement of Trunk Communications Network
Project for Improvement of Transit Switches

As of March 31, 2005

Amount of Aid from Japan
3.10 billion yen
2.19 billion yen
2.62 billion yen
3.64 billion yen
0.59 billion yen
5.83 billion yen
0.66 billion yen
0.87 billion yen
2.62 billion yen
7.94 billion yen
7.28 billion yen
4.59 billion yen
5.68 billion yen
5.56 billion yen
7.53 billion yen
5.04 billion yen
6.07 billion yen
7.15 billion yen
3.60 billion yen

Special Feature

JICS’ Role in Rehabilitaion

emergency grant aid, this time for procurement of firefighting vehicles in Baghdad and two other areas, wasagreed upon by the Japanese and Iraqi governments on
May 12, 2004. Bids were solicited and a total of 70 vehicles
built by Japanese manufacturers to specifications for use
in Iraq were loaded onto ships beginning in January 2005.
Another 19 projects, for procurement of garbage trucks
and sewage treatment vehicles and others, are also being
implemented (see table).
In addition, smaller projects in the area of Grant Aidfor Grassroots Human Security Projects are being carriedout. In such cases, JICS provides information on prices,
specifications and so forth of equipment needed for suchprojects to the Japanese embassy in Iraq and others.
Police patrol cars from Japan help maintain public order.

Staff Report
A Difficult Project Accomplished Successfully

Transport of Police
Vehicles to Contribute
to Rehabilitation
On October 6, 2004, Iraq project officers at JICS’Tokyo headquarters were relieved to hear fromcoordination and management staff members dispatched to Jordan that the project to transport
police vehicles had been completed at last. Here isa report describing the various phases of the operation, which stretched over nine months.

Working as a TeamIn this project, convoys accompanied by security
escorts were the key to transporting 1,150 police
vehicles safely and smoothly to Baghdad.
In discussions with the security services company
selected, we realized that the operation would becomplex and difficult, because of the need to protect
the equipment from possible attacks by armed insurgents along the transport route. To prepare for theoperation, all the parties involved in the transport
operation—the Japanese embassy, JICS, suppliers,
the transport company and the security services company—met to discuss details. Initially, the security
services company and the transport company had
sharply differing perceptions of the security situation.
JICS stepped in to mediate, helping both sides understand their respective roles and their position as
members of one team and making sure that everyone would be working toward a common objective.

Continuous Duty
Meanwhile, shipments of the vehicles were arriving and being taken to the Iraq border after unloading at ports of arrival. Security escorts met up withthe vehicles at the border to accompany them backto Baghdad.
Once the transport operation had begun, theJICS Iraq team were involved in many tasks simultaneously: managing the transport schedule; handling customs clearance at the border; tracing theconvoys in transit; notifying and reporting to various
parties; evaluating and monitoring the security situation; and arranging for the Iraqi side to take delivery of the vehicles. Staff were on duty continuously
throughout the period, especially as they had todeal with unforeseen situations such as religious
demonstrations or sealing of the border by U.S.
forces on several occasions.

The Goal: Rehabilitation
Violence continues unabated in Iraq, spreading
death and despair. This saddens us, but at thesame time we feel quiet satisfaction at having successfully completed the project, as we know thatthe police vehicles we helped procure are being
used to maintain public order.
Rehabilitation in Iraq will take a long time; no one
knows when normal conditions will finally berestored. At times, we may feel overwhelmed by
the situation, but together with those who wait
patiently for rehabilitation and those who are working toward that objective, we will continue our activities with a feeling of pride and happiness at being
involved in Iraq’s rehabilitation.

9

Part I General Remarks–Main Activities in FY2004

Afghanistan
Providing More Support inRegional Areas
The Transitional Administration was established in
Afghanistan in June 2002. A new Constitution was adopted
and promulgated in January 2004, following which presidential elections were held on October 9 the same year.
Hamid Karzai, head of the Transitional Administration,
was elected first president of the Islamic Republic of
Afghanistan.
Supporting the political process in Afghanistan, theJapanese government has been involved in various projects for establishing peace. In line with this basic policy,
projects continued in 2004, with JICS handling some ofthose projects.
Projects this year were characterized by more assistance for regional areas, particularly in the southern partof the country, in accordance with the Japanese government’s stance of increasing public support for the peace
process through expanded assistance to regional areas.

Activities Over the Longer Term
Road Sector Program Grant Aid

Under the first project in the road sector program grant
aid for Improvements to the Trunk Road from Kandahar
toward Kabul, temporary paving of the road was completed in December 2003. The second project, to install amore durable surface,began in January 2004
and was completed in
October the same year.
(The 50-km section handled by Japan is shown as
on the map.) A ceremony was held in
December to mark completion, attended by Gul
Ribbon cutting at the completion
Agha Sherzai, Minister of
ceremony.
Public Works, Norihiro
Okuda, the Japanese ambassador to Afghanistan, Sadako
Ogata, president of JICA, which handled the basic design,and other dignitaries. Representing JICS was program
manager Shoji Hasegawa.
With the completion of this project, two of
Afghanistan’s major cities, Kabul and Kandahar, are now
linked by a road paved to international standards. The

10

Uzbekistan
Tajikistan
Turkmenistan

Kabul

Herat

Afghanistan
Iran

KandaharPakistanproject also signifies improvement to one component of
the country’s infrastructure over the medium to long term.
In December 2004, work was begun on the Programme
for Improvements to the Trunk Road from Kandahar
toward Herat under the road sector program grant aid. In
this project, Japan will be responsible for improving a 114km long stretch of road (shown as
on the map). This
project will take 20 months to complete and conditions insome areas along the route remain unsettled, but JICS will
apply the experience it acquired in the stretch of roadfrom Kandahar toward Kabul in monitoring the work’s
progress. A portion of the Great Ring Road linking thewest and south of Afghanistan will be refurbished and linkup with the already completed portion of the road between
Kandahar and Kabul. It is hoped that more goods will betransported along the road running east to west and that
this will contribute to improving residents’ lives.
Follow-up on Basic Medical Equipment

In 2002, basic medical equipment was provided underemergency grant aid, which is an important element ofemergency rehabilitation. Since the equipment had been
provided two years earlier, JICS investigated how it was
being used in Kabul hospitals, arranging to procure needed replacement parts, dispatching Japanese technicalexperts to the hospitals using the equipment, and conducting more training sessions for Afghan doctors andmaintenance personnel to teach them how to replaceparts and maintain the equipment. Doctors trained by
Japanese technical experts then traveled to six hospitals inregional areas to conduct a similar follow-up on equipment previously provided to those hospitals. JICS believes
it is important to train users so that the equipment procured can be used properly and made to last a long time.

Special FeatureContinued Support for EstablishingPeace
In 2004, emergency grant aid was provided for a program
to support police in Kandahar. This follows a similar program carried out in 2003 to support police in Kabul.
Police in Kandahar were provided with a wireless communications system and vehicles, to help them carry out theiractivities more speedily and efficiently. Japanese technicalexperts were dispatched when the equipment was delivered. These experts conducted training over a three-weekperiod to teach the use of the wireless equipment andmaintenance skills to keep the equipment in good working order.

Local Testing of Mine Detectors andDemining Equipment
An agreement was concluded between the Japanese andAfghan governments concerning grant aid for research forthe research project for developing mine clearance related
equipment in November 2003. Support for research activities began locally in 2004.
The aim of this project is to conduct testing of mine
detectors and demining equipment under local conditions. As agent for the Afghan government’s Department ofMine Clearance (DMC), JICS managed the execution of
the project, including safety measures, and also provided
financial management services.
Testing was carried out on five different types of demining equipment, developed based on excavators, bulldozers and snow clearing vehicles by four manufacturers. The
equipment was tested under various conditions mainly at
the Central Demolition Site (CDS) located near Kabul.
In addition to verifying the equipment’s basic performance, testing included evaluating how the machines per-JICS’ Role in Rehabilitaion

formed in excavating dummy mineson flat, rough andsloping surfaces.
Explosion resistance testing was
also carried out ina practice test
assuming that areal mine had
Hand-held mine detector monitoring a
exploded during
buried dummy mine.
removal operations. In late December and early January, the test site was
moved to Kabul International Airport, where live mines
are actually buried, to test the equipment’s mine removal
capabilities in heavy snow and other difficult conditions.
Testing confirmed that the equipment had the capacity toremove many live mines.
In the test to evaluate mine detectors, two manufacturers and one research laboratory participated. Tests werecarried out at the CDS from summer through winter. The
mine detectors tested operate on the principle of ground
penetrating radar (GPR), a different principle than thatused in conventional metal detectors. The mine detectors
were tested under several different situations, on bothdummy and genuine, deactivated mines, to ascertain theadvantages of GPR and differences in performance of thisnew type of mine detector compared to metal detectors.
Tests for both demining equipment and mine detectors
were completed without incident by February 2005. The
testing allowed Japanese manufacturers and research laboratories to collect useful data for demining activities in
Afghanistan. This data will be used to develop improved
equipment which can contribute to demining activities in
Afghanistan in the future.

The five types of demining equipment and a mine detector equipped vehicle that participated in testing.

11

Part I General Remarks–Main Activities in FY2004

Sumatra Earthquake and Indian Ocean Tsunami
Investigation Team Dispatched
Immediately to the Area
The major earthquake off the coast of Sumatra and theresulting tsunami in the Indian Ocean on December 26,
2004 was an unprecedented disaster that resulted in over
220,000 dead and missing persons.
The Japanese government reacted quickly, sending
Japan Disaster Relief teams to the area the next day. On
January 17, 2005, the government agreed with the governments of affected countries Indonesia, Sri Lanka and theMaldives to provide non-project grant aid totaling 24.6
billion yen, with the amounts of 14.6 billion yen, 8 billion
yen and 2 billion yen given to the aforementioned countries respectively.
Following this, JICS signed procurement management(agent) contracts with the governments of Indonesia andthe Maldives on January 17 and with the Sri Lankan government on February 3, to manage funds and procurenecessary goods and services.
Disaster rehabilitation requires a quick and flexible
response. JICS had already dispatched survey teams to
Indonesia, Sri Lanka and the Maldives between January 5
and January 12, prior to the signing of the respective bilat-

A fishing boat resting on a house after the tsunami (Indonesia).

12

Myanmar
India
Thailand

Colombo

Sri Lanka

Male

Maldives

Aceh

Epicenter

Malaysia

Indonesia
Jakartaeral agreements. The survey teams had been sent to determine needed materials and to gather detailed information, through hearings with the ministries concerned andSpecial Featurefield surveys. At the time of the survey teams’ visit, theaffected areas were still in disorder, with boats washed up
on roads and victims’ belongings still visible in a train
running along the shore that had been overturned by thetsunami.
Lists of goods and services to be procured were drawn
up by the Japanese government and respective governments, leading up to the bilateral agreements for aid on
January 17. To swiftly procure the various goods and services needed in a variety of areas, JICS headquarters’ project management department initiated a tsunami relief
program. In addition, workspace for JICS was obtained in
the three countries and procurement procedures arebeing carried out on a continuing basis both in Japanand locally.
Regarding procurement procedures, tendering andcontracts were made as soon as tendering preparations
were completed. The first lot of relief goods for Sri Lanka,
consisting of nine used sewage collection vehicles donatedby the city of Yokohama, and 30 water tanks procured
locally, was handed over at the end of March.

JICS’ Role in Rehabilitaion(Maldives)

JICS staff surveying the proposed site of an aqueduct (Sri Lanka).

Handover ceremony for sewage collection vehicles donated by the city of
Yokohama. JICS managed transportation of the vehicles (Sri Lanka).

Main goods and services to be procured

JICS staff examining damage to the location of a water tank (Maldives).

As of March 31, 2005

Sri Lanka

Spare parts for construction equipment, power generators, repairs to bridges, etc., spare partsfor outboard motors, fishing boats, repair materials for fishing boats, fishing equipment, services
for restoring schools, mobile clinics, equipment for measures against rabies, hospital equipment,
transport and installation of power generators, spare parts for sewage collection vehicles,
services for restoring police stations, container-type ice plants, road repair works, water pipes

Maldives

Wireless communications equipment (fishing equipment), GPS, fishing nets, engines, power
generators, pumps, etc., consulting services for building public infrastructure

Indonesia

Medicines and medical equipment, road construction machinery and vehicles, road construction
services, freeze-drying equipment and related services for restoring land registers, office equipment
for radio stations, construction equipment and materials for embankment works, dump trucks, water
trucks, water trucks for running water and sewage, dump trucks, bulldozers

13Part I General Remarks–Main Activities in FY2004

The Role of JICS in Official Development
Assistance (ODA)
Working to Promote Smooth Implementation of ODA
The Japanese government provides official development
assistance(ODA) as an important national policy inresponse to the expectations of the international community.
JICS plays an important role in implementing ODA
through various supporting operations, mainly grant aid
projects, technical cooperation projects and yen loan projects. Since its establishment in 1989, JICS, as a fair andimpartial procurement agency, has built on its experiencein equipment procurement to provide services appropriate
for conditions in developing countries and that truly meettheir needs. JICS will continue to contribute to promoting ahigh standard of international cooperation by providing
timely support for appropriate and effective implementationof assistance. The diagrams below describe the main projects in which JICS is involved.

Grant Aid
Grant aid is a form of assistance whereby funds are provided to a developing country without repayment obligation, for a specific, agreed-upon purpose. JICS is involved in
the types of grant aid described below.
Grant Aid for Infectious Diseases
Prevention and Treatment
Grant aid for infectious diseases prevention and treatment

provides aid for vaccines and administration of therapeutic
drugs to control various infectious diseases such as polio,
tuberculosis, malaria and AIDS and others that threaten
lives in developing countries.
JICS has been delegated by JICA since 1997 to carry out
studies in Japan and on site concerning equipment neededin the field of infectious diseases control. Following thesestudies, JICS carries out procurement management basedon contracts with the developing countries’ governments.
Since infectious diseases control must be put into action
without delay and the validity periods of vaccines and drugs
are also limited, project management always demands
swiftness and accuracy.
Grant Aid for Increase of Food Production(2KR)
Grant aid for increase of food production (2KR) is aid provided for purchasing agricultural equipment such asmachinery and fertilizer to help increase production of foodcrops (rice, wheat, maize, etc.) in developing countries
where there are food shortages. This grant aid, begun in
1977, is implemented yearly in Asia, Africa, Latin America,
Eastern Europe, CIS countries, and others. Since this grant
aid started following food aid (KR), it is called 2KR.
Since its founding in 1989, JICS has been delegated by

Areas Handled by JICS in the Case of Grant Aid Projects
Grant aid for general projects(grant aid for infectious diseases prevention and treatment)

Grant aid for increase offood production (2KR)

Food aid (KR)

Cultural grant aid

Requests for aid from developing countries
Request,confirmation

Preliminary
screening

Project formulation study
Study of new
proposals

Master plan study
Feasibility study

Selection of projects

Decision to implement study

Decision to
implement study

Project formation

Preliminary screening

Preliminary screening

Preliminary screening

Instruction to
implement service

Support for study
on small-scaleequipment

Preparatory study
Basic design study

Study on cultural
grant aid equipment

Study

Final screening by Ministry of Foreign Affairs

Project final
evaluation andapproval

Cabinet decision
Agreement between governments

Project
implementation

Expediting project
implementation

Procurement
management service

Procurement
management service

Procurement
management service

Completion

Completion

Operation

Evaluation,
follow-up

14

Start ofprovision

Tendering assistanceservicePost-projectmonitoring study

Confirmation study ofconditions forequipment provided

PostTemporary measures
Dispatch of
Follow-up
for equipment andproject
study
supportfacilities provided revitalization experts
evaluation

Equipment usage
beginsAdvisory services inconnection with the Committee

Advisory services inconnection with the Committee

Completion

Completion

Follow-up

JICA to carry out studies inJapan and on site.
Additionally, since
FY1997 JICS, in accordancewith contracts with developing countries’ governments,
has been serving as a procurement management
agent contributing to fairand rapid procurement ofagricultural equipment. It
also acts as the secretariat forintergovernmental committees following up on how theequipment procured was distributed and monitoringaccumulation of counterpart
funds (Note).

Japan’s ODA and the Role of JICS
Areas handled by JICS

Study of projects, etc.
Grant Aid

Bilateral Grants
Government Loans(yen loans)

Official Development
Assistance (ODA)

Subscriptions andContributions toInternational Organizations

Procurement management service*

Technical
Cooperation
Loan Aid

Follow-up
Compilation of equipment technical specifications,procurement and transportation of equipment, etc.
Examination of documents, etc.

* Through contracts with the developing country’s government, JICS manages and supervises the overall tendering process for procuring equipment and services in connection
with grant aid. In some cases, JICS supports the developing country’s government, which implements projects, while in others it acts as the developing country’s agent, handlingall duties, from managing grant aid funds provided to making contracts with equipment suppliers. The latter system is referred to as the procurement agent system and is used
for non-project grant aid, emergency grant aid, and grant aid for conflict prevention and peacebuilding.

Note: Developing countries’ governments set aside local currency funds
equivalent to a certain amount of the value of equipment procured by
grant aid. These funds are then used for local economic and social development projects after consultation with the Japanese government.

Food Aid (KR)This grant aid is provided to developing countries with foodshortages for the purpose of buying rice, wheat, maize orother grains. Based on the food aid rules of theInternational Grain Agreement, which came into effect aspart of the Kennedy Round (KR) at GATT in 1967, food aid
began in 1968 and is referred to as “KR” because it cameout of the Kennedy Round.
Since FY2001, JICS, in accordance with contracts with
developing countries’ governments, has been serving as a
Handled by JICS

Grant aid for research

Non-project grant aid

Emergency grant aid

Grant aid for conflict
prevention and peacebuilding

Grant aid for Japanese
NGO projects
Applications from NGOs

Screening

Screening by Ministryof Foreign Affairs

Preliminary survey by athird-party organization

Preparatory study

Screening by overseas diplomatic missions

Screening by Ministry of Foreign Affairs
Decision by Ministryof Foreign Affairs

Cabinet decision

Exchange of a note verbale

Agreement between governments

Procurement management service

Project management service

Procurement management service

Project management
service(procurement agent system)

Monitoring of counterpart funds

Completion

Completion(procurement agent system)

Completion

Approval and adoption by
the Ministry of Foreign Affairs

Making of contracts for grants between
NGOs and overseas diplomatic missions

Completion
Start of projects by NGOs

Monitoring

15

Part I General Remarks–Main Activities in FY2004

procurement management agent helping ensure the fairand rapid procurement of food. It also acts as the secretariat
for intergovernmental committees following up on how thefood procured was distributed and monitoring accumulation of counterpart funds.
Cultural Grant Aid
Cultural grant aid provides funds for purchasing, transporting and installing various types of equipment used for cultural and educational activities, with the aim of promoting
mutual understanding and friendship between Japan anddeveloping countries through support for the developmentof culture and education.
Delegated by the Ministry of Foreign Affairs of Japan, in
FY1993 JICS began carrying out preliminary studies both inJapan and on site concerning equipment requested for thisgrant aid. Since FY1995, in accordance with contracts with
developing countries’ governments, JICS has assisted withtendering (public notice, implementation and evaluation of
the tendering process) for equipment procurement.
Additionally, since FY2000, JICS has been carrying out follow-up activities by procuring repair parts and dispatching
technical experts to ensure that the equipment procured isused continuously and effectively.
The main types of equipment procured include soundand lighting equipment for theaters, sports equipment,
equipment for excavating and preserving archaeologicalsites, musical instruments, equipment for producing cultural and educational programs, materials related toJapanese-language education, and others.
Grant Aid for ResearchThis grant aid supports research activities into various problems affecting developing countries, and supports researchand development and commercialization of new technologies for products intended for developing countries.
Since FY2001, in accordance with contracts with thegovernments of developing countries, JICS has been managing grant aid provided for research and development
activities, and offering coordination and support to ensurethat activities among researchers and manufacturers inJapan and developing countries are carried out smoothly.
Non-Project Grant Aid
Non-project aid is grant aid intended to provide rapid support to developing countries with economic difficulties suchas growing accumulated debt or a rising international balance of payments deficit, as part of assistance to improvethe country’s economic structure. Since this aid is not earmarked for specific projects (e.g. building schools, etc.), it iscalled non-project grant aid.

16

Since FY1993, JICS, in accordance with contracts with
developing countries’ governments, has been helping procure the necessary equipment, such as raw materials(petroleum products, steel products, paper products, etc.)
needed to improve the country’s economic structure,machinery (vehicles, construction machinery, etc.) requiredfor public works projects and others.
Emergency Grant Aid
Emergency grant aid is provided for emergency assistanceand support in the following areas:(1) Emergency disaster assistance
Support for rehabilitation after natural disasters or manmade disasters such as civil war.
(2) Support for democratization
Support for the establishment of democracy after the collapse of undemocratic regimes or in the aftermath of longrunning civil conflict.
(3) Assistance for reconstruction and development
Support for smooth implementation of the rehabilitation
and reconstruction process in countries and areas involvedin conflicts. It is bridge support implemented in the period
between emergency and humanitarian support for refugees
and affected people before the restoration of peace, anddevelopment assistance after a certain period after peace
has been restored.
Since FY1997, in accordance with contracts with thegovernments of developing countries, JICS manages procurement of food, medical equipment, drugs, vehicles(water tank trucks, ambulances, etc.), construction equipment and so on. Depending on circumstances, JICS also
carries out its own monitoring of how the equipment isbeing used after procurement.
Grant Aid for Conflict Prevention andPeacebuilding
Grant aid for conflict prevention and peacebuilding is
intended for assisting social reintegration of former soldiers,
helping recover small arms, and promoting ethnic reconciliation in developing countries. It provides funds for
procuring the necessary equipment and services for conflict
prevention and peacebuilding programs in developing
countries. This grant aid has been provided since FY2002 asa scheme within non-project grant aid.
Since FY2002, in accordance with contracts with developing countries’ governments, JICS has been serving as aprocurement management agent, managing funds andoverseeing and supporting activities appropriate to various
program formats.

Technical Cooperation
The aim of technical cooperation is to pass on Japan’s skills
and knowledge to create human resources that can be productive for the future, in order to promote nation-building
in developing countries. JICA carries out technical trainingof participants from developing countries, dispatches experts
and volunteers to developing countries, and implements
technical cooperation projects, development studies and others. Provision of equipment needed for these projects also
constitutes a major component of technical cooperation.
Since its establishment in 1989, JICS has been delegated
by JICA to handle equipment provision. At the request of
JICA headquarters, overseas offices, dispatched experts, volunteers, and staff working in technical cooperation projects,
JICS provides various services including direct assistance for
procurement-related duties, such as writing out technicalspecifications necessary for equipment procurement, selecting suppliers through tendering, etc. and handling equipment transportation, providing information about equipment, and carrying out various studies in Japan andabroad.

downs or lack of funds. To help in this situation, JICA carries out follow-up cooperation as needed, providing support
to ensure that the effects of support to developing countries
can be sustained.
JICS, delegated by JICA, examines whether documents
concerning technical specifications and cost estimates that
consultants have submitted are properly prepared in conformity with JICA standards, in JICA follow-up studies.
Support for Database Creation
Delegated by JICA, JICS provides support for building a
database related to past records of grant aid and equipment
provision through technical cooperation.
Operation of the Technical Information
CenterTo remedy the shortage of technical information requiredfor operating and maintaining medical equipment procured to developing countries through grant aid, JICS has
established the Technical Information Center in cooperation with Overseas Medical Equipment Technical Assistants(OMETA), to provide one-stop access for staff in charge at
local medical institutions.

Yen Loans
Yen loans, also referred to as loan aid, are long-term, lowinterest loans of development funds to developing countries
through the Japan Bank for International Cooperation(JBIC).
The role of JICS, delegated by JBIC, is primarily to examine whether procurement procedures, documents and decisions made by borrowing countries are appropriate in conformity with prior agreements at the time of signing loan
contracts, according to guidelines, standard documents andothers stipulated by JBIC. JICS also examines estimates ofoperations costs and basic designs formulated by borrowing
countries in commissioned studies on development projects
implemented by JBIC, by dispatching experts to the countries concerned.

Follow-up Activities
JICS undertakes the follow-up activities described below, toensure that equipment procured with ODA funds is being
used effectively.
Follow-up Examination
Once cooperation in developing countries has been completed, various projects are maintained and operated by thedeveloping countries themselves. However, project implementation is sometimes hampered by equipment break-NGO-related Projects
JICS supports NGO activities from several different perspectives.
Grant Aid for Japanese NGO Projects
Grant aid for Japanese NGO projects is grant aid provided
for economic and social development or emergency
humanitarian support projects, etc. by Japanese NGOs indeveloping countries.
Since FY2003, delegated by the Ministry of Foreign
Affairs of Japan, JICS has been evaluating the goals, content, and appropriateness of size and funding requirementsfor proposal applications submitted by NGOs. If necessary,
local studies are also conducted. Through this activity, JICS
contributes to strengthening the partnership between theJapanese government and NGOs and to the further development of NGO activities.
Support for Non-Governmental
Organizations
JICS provides funding of a maximum of one million yen
per year per NGO to relatively small Japanese NGOs to support their activities. This funding is made available toapproximately ten NGOs per year. Support for NGOs has
been implemented, as one of JICS’ own projects, since
FY1999, the tenth anniversary of JICS.

17

Part I General Remarks–Main Activities in FY2004

More Countries Receiving Assistance in a
Larger Variety of Projects
Zambia (Grant Aid for Infectious Diseases Prevention and Treatment)
Procurement of Health Center Kits to Help Improve
Help Improve
HealthCare Services
HealthThroughout
Care Servicesthe Country
Throughout the Country
In Zambia, HIV infections have been spreading since late1980s, and the number of tuberculosis patients is risingsince many people, with immune systems weakened due
to HIV/AIDS, have contracted tuberculosis and the country
lacks personnel and experience in dealing with this problem. Malaria, acute respiratory infections, and gastrointestinal diseases including diarrheal disease, dysentery andtyphoid are widespread. There are concerns that the prevalence of these infectious diseases could cause HIV/AIDS
patients to be additionally infected with them.
Under the circumstances, the government of Zambia
decided to take more aggressive measures against tuberculosis and other infectious diseases and formulated the
Project for Infectious Diseases Control, in order to improve
the quality of health care services throughout the country.
To secure the necessary funds for procuring equipment forthis project, Zambia asked the Japanese government for
grant aid.
JICS made a contract with Zambia’s Ministry of Healthto provide procurement management services for thisproject. With support from JICS, five types of anti-tuberculosis drugs needed for treatment, reagents for sputum
smear tests to identify tuberculosis patients, and healthcenter kits containing an assortment of drugs and sanitary
supplies to be distributed to end-user health care facilities,
were properly procured. As part of this project, JICS also

Checking the contents of a health center kit selected by sampling.

18

JICS staff inspecting equipment with local officials.

carried out local inspections in October 2004 and January2005 to ensure that supplies were being delivered appropriately.
Following this, the two governments entered into abilateral agreement to implement the Project for
Infectious Diseases Control, Phase II in December 2004,
and JICS again entered into a procurement management
contract with the Zambian Ministry of Health, signed on
January 12, 2005. In March, JICS organized tendering toselect the supplier for the equipment and is now monitoring progress of delivery.
The health center kits are being procured through coordination between theJapanese and Dutch governments.
Coordinating kit contents and volume of
supply ensures that Zambia can receive thenumber of kits it needs throughout theyear. Staggering procurement over a periodof time also allows inventory to be maintained without interruption.
Procuring the equipment in this projectwill help reduce the number of tuberculosis patients in Zambia and lower the morbidity from this disease. The health center
kits will contribute to better health carethroughout the country and reduce morbidity rates for the principal diseases.

アルバニア［食糧増産援助］
Albania(GrantAid for Increase of Food Production)
Using Counterpart Funds to Promote Food Processing

The Japanese government has been providing grant aid
for increase of food production (2KR) to the Republic ofAlbania for five years since FY 1999. Based on an agreement with the Japanese government, proceeds from thesale of equipment procured under this 2KR aid have been
set aside by the Albanian government as counterpart
funds. They are being used to carry out various projects in
consultation with the Japanese government. One of the
projects is promotion of the food processing industry in
Albania.
In this project using counterpart funds, JICS, whichhandled procurement management for the 2KR, was delegated by the Albanian government to provide procurement
management services, to ensure transparency in procedures for procuring the necessary equipment.
Many areas of Albania lack food processing facilities,
and the few existing facilities that do exist are old. As aresult, the country depends on imports of processed foodsfrom the EU region.
The main aim of the overall project is to introduce
equipment for processing farm and livestock products, inorder to promote the food processing industry in Albania.
Ideally, the project should also help invigorate local
industry and create employment. A total of 27 individual
projects in five areas—dairy product processing, aquaculture and aquatic product processing, processing of crops,

A project to farm andprocess mussels isplanned (mussel
farming operation in
November 2004,
when the study was
conducted).

meat processing, and production and processing of agricultural products—are planned.
After a request from the Albanian government, JICS
and the government signed a procurement managementagreement in August 2004. A JICS team traveled to Albania
in November the same year to investigate which projects
should be initiated first. Taking into consideration existing facilities and technology, it
was decided to start off with a milk processing project to produce milk sterilized at
ultra-high temperatures. As the procurement
management agency, JICS evaluated prices
and specifications offered by various companies and ultimately chose as a candidate supplier a company with a large market share in
the EU and the Balkans, from the viewpointof compatibility with existing equipment in
Albania.
Following meetings among JICS,
Albanian officials and end users of the equipment, and the equipment maker, the equipment maker signed a supplier’s contract withthe end users in March 2005.
Existing low-temperature milk sterilization equipment owned by a local milk processor.

19Part I General Remarks–Main Activities in FY2004

20

セネガル［食糧援助］
Senegal(Food Aid)
公正・迅速な食糧米の調達を支援
Supporting Fair and Rapid Procurement of Rice

market and sells
In accordance with Food Aid Convention of 1999, thewell. In 2005, someJapanese government has been providing food aid tothing new was tried:
developing countries with food shortages, in order to allea portion of this
viate poverty and hunger.
high-quality rice
For its part, JICS has been providing procurement
was set aside, withmanagement services for food aid bound for Senegal sinceplans to distribute it
FY2002. Following a project in FY2003, JICS entered into afree of charge to resprocurement management contract with Senegal’s Food
idents of areas
Security Agency on April 20, 2004. JICS undertook to proaffected by floods orvide support for fair and rapid procurement of rice andDonated American rice (sack second fromright) on sale at Sandaga market.
crop damage due toalso provided advisograsshoppers.
ry services in connecIn accordance with an agreement with the Japanesetion with the Comgovernment, the Food Security Agency sets aside themittee meetings heldmoney earned from sales of donated rice as counterpart
to check on progress
funds. Counterpart funds accumulated until now haveof the project.
been put to good use to procure emergency aid for people
Senegal produces
living in areas affected by floods or other disasters, or torice in the basin ofbuy high-quality seed stock to boost sorghum* producthe Senegal River, buttion, in accordance with prior consultation with the
productivity
has
been
Handling the cargo at Dakar Port.
Japanese government.
affected by water
shortages and acidic soil conditions, and it is no longer*Annual grass native to Africa; member of the rice family. Sorghum
able to produce enough rice to meet its own needs. Overis used as a food, for animal feed and as an ingredient in processed
the past five years (1999-2003), Senegal has had a selffoods.
sufficiency rate of 20%, with only 150,000 tons of rice
being produced yearly versus demand of
780,000 tons per year. Consequently, it has
been importing 600,000 tons a year
through private grain dealers to make up
the shortfall. Rice provided through foodaid is only a small portion of overall
import volume, but it helps Senegal saveforeign exchange and stabilize market
prices.
After arrival in Senegal, the rice (foodaid) procured by the Food Security Agency
is put out to tender. After being purchasedby grain dealers, it passes through thehands of intermediary wholesalers andretailers for sale to consumers. Rice procured through food aid is of higher quality
Handover ceremony for donated rice, in the presence of the Senegalese Minister of Family andthan the ordinary rice imported by grain
National Solidarity, the Japanese Ambassador to Senegal, and the Resident Representative of JICA
dealers themselves, so it is popular on the
Senegal Office.

Honduras (Cultural Grant Aid)

Laos (Non-project Grant Aid)

Equipment Procured to Promote
SportsProcuring Gasoline, Steel Sheets andOther Materials to Aid Industrial
Development

Honduras’ Ministry of Culture, Arts and Sports is involvedin sports promotion and in planning, executing and evaluating policies concerning sports. It uses the facilities andsports equipment at Honduras’ Olympic Village to promote various sports and develop athletes, working together
with the Honduras Olympic Committee, which falls under
this ministry, various sports federations, the National
Commission of Sports Facility and the Autonomous Sports
Confederation of Honduras. In order to support sports promotion in regional areas, it lends out the sports equipment needed when local sports meets are held.
However, the Olympic Village equipment is old, muchof it is damaged, and it is also insufficient in terms ofquantity.
The Honduras government, which cannot afford to
procure the needed equipment due to financial constraints, asked the Japanese government for cultural grant
aid, in order to purchase new sports equipment for volleyball, boxing, judoand karate, as well as
training equipment.
Delegated by theJapanese Foreign
Ministry, JICS carriedout a field study in
October 2003, meeting with officials
from the Honduranministry and
JICS staff member carrying out inspecOlympic Village totion together with staff from a requestingorganization, at the Olympic Village.
evaluate the appropriateness of the
sports equipment requested. JICS also checked where theequipment would be used, how it would be maintained,
and provisions for after-sales service.
Based on the field survey findings, agreement wasreached between the Japanese and Honduran governments
concerning implementation of cultural grant aid on
August 10, 2004. JICS assisted with tendering (preparationof tendering documents; public notice, implementationand evaluation of the tendering process) related to procurement of the said sports equipment.

On March 4, 2004, the Japanese and Laotian governments
signed an agreement concerning execution of non-project
grant aid valued at 1 billion yen. On April 8 the same year,
JICS and the Laotian Foreign Ministry signed a procurement management contract under which JICS would act
as an agent (procurement agent system) to carry out tendering procedures, make contracts with suppliers, andmanage deliveries and funds for the project.
This is the eighth occasion for the Japanese government to provide non-project grant aid to Laos. Funds provided under the FY2003 project were used to procure gasoline, light oil, steel billets, steel rods and steel sheets. Laosis a landlocked country and overland transport is the basicmeans of transportation. Consequently, petroleum products are a vital import. Steel products are also imported as
indispensable construction materials and contribute to theindustrial development of the country.
The steel billets are used by the country’s steelmakers
to produce steel reinforcing rods that are then sold on thedomestic market. Those steel rods have been used as construction materials for various buildings, such as the facilities that were the site of the ASEAN Summit Meeting held
on November 29, 2004 in Vientiane and the guesthouses
where the heads of state stayed on that occasion.
The steel sheets are delivered to Laotian companies inrolls that, after galvanizing, are sold on the domestic market as corrugated iron. All materials procured under thisgrant aid are sold within Laos, with part of the proceedsfrom sales being set aside by the government as counterpart funds that are then used for various social development projects.
The two governments signed an agreement for nonproject grant aid for FY2004 on November 27, 2004.
Following this,JICS made a procurement management contract (procurement agent system) with the
Laotian Foreign
Ministry on
A tag attached to a bundle of steel rods shows the
December 10.
Japanese flag.

21

Part I General Remarks–Main Activities in FY2004

Cambodia(Grant Aid for Conflict Prevention and Peacebuilding)

Expanding Program to Other
Provinces to Build a Peaceful Society
On January 18, 2005, the Japanese and Cambodian governments signed an agreement on grant aid for peacebuilding (Phase II) in the amount of 466 million yen.
Following this, on February 3, JICS signed a project management contract (procurement agent system) with thecountry’s government.
However, although the 21-year long civil war ended
more than ten years ago, countless small weapons havebeen left behind and this is one obstacle to the formationof a peaceful society. In January 2003, the Japanese government provided grant aid for peacebuilding (Phase I) to
implement the Peacebuilding and Comprehensive Small
Arms Management Programme in Cambodia. As the project management agent, JICS created JSAC ( Japanese
Small Arms Control support team) in April 2003, which
included Japanese personnel, and which worked mainly inthe country’s three northwestern provinces (Siem Reap,
Otdar Mean Chey, Banteay Mean Chey) to eradicate small
weapons and engage in development projects and otheractivities. Under this program, over 10,000 small weapons
were recovered and burned.
To provide further benefits from these activities, it was
decided to expand grant aid for peacebuilding to otherprovinces as well (Phase II). It is hoped that JICS’ activities in this sphere will contribute to progress toward establishing peace and stability in Cambodia.

Officials from Cambodia’s Ministry of Interior visited Japan from November
27 to December 4, 2004. During their trip they inspected Fukui Prefectural
Police Headquarters and had a briefing on arms management systems.

22

Kyrgyzstan (Technical Cooperation)
Equipment Planning Study and Local
Procurement Support for the
National IT Center
JICA carried out an equipment planning study for IT
Human Resource Development in the Kyrgyz Republic(National IT Center) in August 2004.
Compared to neighboring countries, the Kyrgyz
Republic lacks natural resources and it is focusing on ITrelated projects as an important industry. However, it has
no institution for training IT human resources inadvanced skills and for developing relatively large software. In response, the government created a National IT
Center under direct authority of the Republic’s president
as a base for promoting IT industries. This study checked
specifications for equipment to be used for personnel
training at the Center.
Based on a contract with JICA, JICS dispatched a staff
member to draw up plans for equipment to the study
team. His duties were to investigate specifications andcosts for building a network system for training purposes,
verify the appropriateness of the requested equipment anddetermine whether it was possible to procure the equipment locally.
In October 2004, JICS, again on contract to JICA, dispatched support officers to carry out local procurement
based on results of the study, and to assist with tenderingand signing of contracts.
The necessary equipment—servers, personal computers for classroom use, routers and other network equipment, along with software required for training—was
procured on schedule and the Center was officially opened
at a ceremony in January 2005. A two-week short-term
trial course was completed in February, and more shortterm courses are scheduled to be held in and after April.

Local procurement support service (on dispatched basis). JICS officer evaluating tenders at an office in Kyrgyzstan.

JICA事務所支援活動
SupportActivities for JICA Offices (Technical Cooperation)
Help Desk Service for Equipment Procurement

In technical cooperation projects carried out by JICA,
activities related to equipment procurement underwent a
major shift in FY2004 with the changeover from procurement of equipment mainly in Japan to local procurementin principle.
JICS has assisted JICA in its equipment procurement
projects so far through procurement of equipment inJapan (procurement and transportation of equipment for
JICA projects and for technical cooperation experts) andthrough overseas study projects (equipment planningstudy, support for local procurement, etc.), and in
response to the change in procurement procedures, JICS
opened an equipment procurement Help Desk service on
October 1, 2004.
Help Desk services include support for obtaining individual information on local procurement (spot basis) andcomprehensive support for local procurement (package
basis). Support for obtaining individual information on
local procurement (spot basis) consists of providing information by fax or e-mail in response to individual
inquiries. JICS provides comprehensive advice on implementing equipment procurement, ranging from equipment selection and application for said equipment andmarket surveys to drawing up specifications and tendering(estimates) and so on. The service also provides answers

concerning procurement procedures and information forsolving problems, and informs users how to use JICS’ services effectively.
In its comprehensive support
for local procurement (package
basis) service, JICS draws up thenecessary documents for procurement procedures (equipment specifications, tendering
documents, contracts, etc.) andwrites examination and evaluation reports after tendering.
In conjunction with the startof this service, JICS personnel
joined a traveling seminar team sponsored by JICA, which
traveled to JICA’s main offices in Africa, Asia and Latin
America between September and November 2004 to brief
personnel on local procurement operations. The team
explained details concerning local procurement to JICA
office staff, project officers and national staff and also collected information on overseas offices’ equipment procurement systems. At JICS, personnel mainly from theoverseas procurement support project team are working torefine procedures to improve their support for equipment
procurement operations.

Procurement training
and seminar service
for national staff.
National staff fromJICA Afghanistan Officeundergoing OJT in
drawing up specifications at JICS headquarters.

Outline of Technical Cooperation Support Service
Provided to

Procurement Preliminary Application Drawing Up
TenderingTendering
ProcessStudy
for Equipment Specifications Preparations

Contract

Transport

Delivery

Local procurement comprehensive information (package basis) support service
JICA Overseas
Offices

Local procurement (dispatched basis) support service
Training and seminar service on procurement for national staff
Individual information (spot basis) support service

JICA Overseas
Offices and JICA
Headquarters

Procurement support service for equipment for technical cooperation experts
Equipment planning study service
E-mail newsletter distribution service
Support service for pre-dispatch training for JICA experts

JICA Headquarters

Support service for procurementof special equipment for infectious
diseases control

Support service for procuring equipment for JICA projects in Japan
Support service for follow-up specification examination

Experts, projects, SeniorVolunteers, Japan Overseas
Cooperation Volunteers

Individual information (spot basis) support service
Support service for pre-dispatch training for JICA experts

23

Part I General Remarks–Main Activities in FY2004

24

Grant Aid for Japanese NGO
Projects

JICS Support for NGOs
Contributing to Capacity-building

Evaluating Project Applications for
Suitability
JICS has been delegated to conduct studies for grant aid
for Japanese NGO projects handled by the Ministry ofForeign Affairs since FY2003. These studies involve ascertaining, from an objective and impartial viewpoint, thesuitability of applications submitted by various NGOs.
Specifically, studies investigate physical infrastructure
in terms of appropriateness of prices for equipment andfacilities (cost of both materials and labor), purpose of use
and suitability of size, as well as maintenance and upkeep
issues. In terms of personnel, studies check number of personnel, personnel costs, administrative expenses, and so
on for appropriateness and cost effectiveness. Studies also
include investigating and writing reports concerning thefinancial condition and financial oversight system of thegroups submitting applications.
With this information as the base for its studies, JICS
carries out field surveys in cases where the Ministry ofForeign Affairs deems this necessary, to ascertain whether
conditions are consistent with plans submitted, and confirm status of project execution.
In FY2004, JICS handled many more studies than theprevious year. Compared to FY2003, when there were 60
domestic studies and three field studies of applications, in
FY2004 over 100 domestic studies and seven field studies(for eight cases) were carried out. Reasons for this are alarger budget for grant aid for Japanese NGO projects, witha consequent increase in applications, and more activities
on the part of NGOs after the December 2004 tsunami inSouth Asia. Despite the larger number of studies, JICS will
endeavor to produce detailed findings.

To commemorate its tenth anniversary, JICS began offering direct support to small and medium-size NGOs undertaking aid projects in developing countries in FY1999, by
providing funds for purchasing and transporting equipment needed for activities and for operating expenses forfield projects and administrative offices. As a foundation
whose aim is to promote higher-quality international
cooperation, this activity is intended to contribute to more
extensive international cooperation carried out throughpublic-private partnerships.
In addition to direct support, in FY2003 JICS begansupporting network-style NGOs, which bring together various NGOs to provide information and train personnel, tocontribute to capacity-building. From FY2004, JICS has
also been helping by providing funds for strengthening
the foundations of NGOs, giving support that responds tobroader needs.
Applications from NGOs are accepted once a year, andrecipients are selected after examination of their applications. In FY2004, JICS received applications from 15
groups, and the 11 groups listed below were selected toreceive support.
Examination is carried out by an examining committee made up of JICS executive officers and outside experts.
Each NGO is notified of the result of its application, withcomments and advice from committee members concerning its application and projects, for future reference.
Meetings are also held where groups that received
grants submit reports on how their projects are progressing and what they have accomplished. To make the meet-

NGO staff educating local children about the dangers of unexploded
ordnance. (Cambodia)

Friends of Africa, an NGO group supported by JICS, holding a workshop on
AIDS prevention in Kenya.

ings more productive, in FY2004 JICS
polled prospective attendees on topics theywanted to discuss. After the meeting, officials from NGOs participating commented
that the gathering was useful because it
gave them a chance to hear various opinions, or because they learned that othergroups had concerns similar to theirs sothey were able to develop a shared outlook.
FY2004 was the final year of JICS’ second three-year plan for support for NGOs.
A meeting of experts was convened, who
confirmed the validity of the support program, and it was decided to offer support
for another three years (FY2005-2007).

Meeting for NGOs held at JICS.

Members of the examining committee

Yukihisa Sakurada: Vice President, JICS (Chairman)
Michiyo Arita: Secretary General, Kansai NPO Alliance
Shunichi Hiraki: Professor, Faculty of Economics, Niigata University
Takuo Kidokoro: Director, Non-Governmental Organizations Assistance Division,
Ministry of Foreign Affairs
Tatsuya Watanabe: Assistant Professor, Faculty of Contemporary Law, Tokyo Keizai
University
Takashi Yoshida: Director, Office of Citizen Participation, Training Affairs and Citizen
Participation Department, Japan International Cooperation Agency(in alphabetical order following chairman)

JICS Support for NGOs, Projects in FY2004 (in alphabetical order)
Target Country

Description of Project

Japan

Purchasing personal computers to share information and conduct more extensive public
relations, in order to stabilize the group’s operations

Caring for Young Refugees (CYR)

Cambodia

Preserving Cambodia’s traditional textile culture and purchasing equipment and materials
for producing textbooks on the weaving and dyeing process

EARTHIAN

Pakistan

Purchasing an additional 10 sewing machines for a vocational training center in slumareas, in order to create an environment for providing practical vocational training, anddisplaying products made by children to attract more support

Friends of Africa

Kenya

Providing AIDS training directed at traditional midwives, kindergarten teachers andindividuals with basic health training and holding education workshops for ordinary
citizens to prevent AIDS

Name of Group
Action for Greening SahelIntercommunication Center for
Asia and Nippon

Japan,
Philippines

JAPAN CHERNOBYL FOUNDATION

Iraq

NPO Japan Cambodia Interactive
Association

Cambodia

Purchasing library books to give local inhabitants an opportunity and a place to encounter
various kinds of books

SECOND HAND, Japan

Cambodia,Japan1) Purchasing and transporting mattresses and medical equipment to improve the medical
environment in poor regions
2) Introducing a bar-coding system to facilitate participation in international cooperation by
citizens as charity shop volunteers

Terra People Association
Kanagawa

Thailand,MyanmarPurchasing equipment to set up offices in Thailand and Myanmar to serve as centers forexchanging information and coordinating operations, in order to operate school
dormitories in Myanmar using the knowledge and experience acquired by carrying out asimilar project in Thailand

21st Century Association

Philippines

Purchasing equipment needed to improve the educational and medical environment, toeradicate tuberculosis on the island of Mindoro

Yokohama NGO Network

Japan

Holding the 3rd National Meeting of Network NGOs bringing together network NGOs fromall over Japan to share and review information concerning international cooperation

Holding workshops, etc. to train volunteers
Purchasing medical equipment and drugs to send to Iraq

25

Part I General Remarks–Main Activities in FY2004

Changes for More Flexible and Proactive
Implementation of Operations
At the second regular meeting of the JICS Board ofTrustees for FY2003 held on March 23, 2004, Shigeru
Ishikawa was chosen as the new chairman to replace
Fumio Watanabe. At the Board of Directors meeting that
followed, Takahisa Sasaki was chosen to replace Yutaka
Nomura as president.
At the first extraordinary meeting of the Board of
Directors for FY2004, held on September 15, Yukihisa
Sakurada was chosen to replace Takeshi Imazu as vicepresident.
Under the leadership of these new officers, JICS decided
to change its organization structure to enable it to respond
more flexibly to the rapidly changing and increasingly
unpredictable ODA environment. The changes made,which are related to reviewing the project implementation
system, personnel and salary system reforms, and improving quality of operations and financial performance as set
out in project implementation policies for FY2004, aredescribed below.

Reorganization
Following reorganization of the General Affairs
Department in October 2003, other changes were carriedout. From June 1, 2004, mainly the Technical Cooperation
Management Department and the Grant Aid Management
Department were reorganized to respond more appropriately to diversified needs.
The main points of the latest organization are
described below (please refer to chart for specifics).
Integration of the Technical Cooperation
Management Department and the Grant
Aid Management Department
These two departments were combined into a new ProjectManagement Department to allow more flexible use of
personnel throughout the new department.
Project Management System Changed to a
Per-project and Per-program Basis
The existing division-based organization was phased out
and after the changeover the Project Management
Department began handling of operations on a per-projectbasis. In cases where multiple projects are organicallylinked and operated under a uniform plan or policy, or
when coordination is made across individual projects, it
was decided to group those projects under programs.
This has made it possible to implement and carry out
operations in a more flexible and proactive manner.

26

Planning and Coordination Division
CreatedA Planning and Coordination Division was created within
the Project Management Department to handle planningand proposal duties for fundamental and common matterswithin the department, plan and execute new operations
and act as overall coordinator within the department.
Office of Contract Examination Created
A new Office of Contract Examination was created, tostrengthen the examination system for contract-related
New Organization Chart
Office ofManagement
Audit

Office ofManagement
Audit

SeniorCoordinatorin charge ofcontract
examination•Evaluates basic contract provisions,
Office ofe.g. procurement guidelines
Contract•Examines operating procedures
Examination •Operates the contract review

Office of
Personnel
Affairs

Office of
Personnel
Affairs

GeneralAffairs
Department

GeneralAffairs
Department

GeneralAffairs
Division

GeneralAffairs
Division

Finance andAccounting
Division

Finance andAccounting
Division

Technical
Cooperation
Management
Department

Project Management Department

Planning& Survey
Division
Procurement
Division
CulturalGrant Aid
Division
Grant Aid
Management
Department
Administration
Division
GeneralGrant Aid
Division
Procurement
Management
Divisioncommittee•Supervises clerical work relating totendering and contracts

Planning and Coordination Division•Handles planning, development and coordinationof fundamental and common matters•Plans and executes new operations•Establishes, improves and closes programs/
projects, and assigns personnel•Handles project manager assignments•Prepares information for the department•Recruits, registers and oversees technical experts•Acts as overall coordinator within the department

Technical Information Center
Projects/Programs
The Project Management Department will now
execute operations on a per project basis.
In cases where multiple projects should beorganically linked and operated under a uniform
plan or policy, or when coordination should bemade across individual projects, programs
consisting of several projects will be operated.

items. This office evaluates basic contract provisions basedon procurement guidelines (see below), examines operating procedures, operates the contract review committee
and verifies that clerical work relating to tendering andcontracts is carried out appropriately.

Personnel and Salary System
Reforms
A new personnel and salary system was adopted on April 1,
2004, aiming to add further vitality to the organization.
Under the new multi-track system, individuals can plan
their careers by developing their abilities in specific areas
according to personal suitability or their operational role.
Moving away from the former seniority-based wage system, remuneration is now performance-based, in order toboost individual motivation. FY2004 was a transitional
period for the system, which will be formally implemented
after making needed institutional adjustments.

JICS’ Procurement Concept
JICS shall timely implement procurement of the goods
and services required for the purpose of supplying
them to the people of the recipient countries, maximizing economy and efficiency in procurement, andensuring impartiality, fairness, competitiveness andtransparency. Besides implementing ordinary procurement, JICS shall provide necessary services andmake all possible efforts in order to help people in therecipient countries benefit from the various projects.

ing equipment, JICS will carry out procurement procedures based on these guidelines in principle.

JICS Code of Conduct
The JICS Code of Conduct (p. 2) was adopted on April 1,
2005. Based on JICS’ Vision, the Code sets out the principles to which staff members should adhere to promote
higher-quality international cooperation.

Medium-term Action Plan 20052007
A new Medium-term Action Plan 2005-2007 effective forthree years from FY2005 was drawn up in March 2005.
In formulating this plan, we held staff workshops inorder to solicit input based on JICS’ past work, current situation and future direction and members of the Advisory
Council on Management held discussions from several
different perspectives. The Action Plan touches on issues
that JICS should address to adapt to new conditions, basedon a renewed awareness of the changing ODA environment.
The Action Plan details nine goals that should be met
to realize the JICS Vision (p. 2) formulated in October2003 and to transform JICS into an international procurement management organization capable of responding
swiftly to international aid needs in the 21st century(please refer to chart of Action Plan Goals). It is considered a master plan that will serve as the basis for actionplans formulated each year and for action plans developed
by JICS’ various departments.
The Plan will be reviewed yearly and calls for goals set
to be reached over a three-year period.

JICS Procurement Guidelines
The JICS Procurement Guidelines were formulated in
October 2004. These guidelines have been adopted to put
JICS’ procurement philosophy into practice. When procur-

Action Plan Goals
Issue

Goals
Create a structure capable of responding
appropriately to expanding non-standard andunpredictable aid needs, and attract moredelegated duties

Transform theoperations structure
to respond to changes
in international
cooperation

Sustain volume at specific levels, in the case ofoperations that are predictable and that bring ina stable revenue stream, while at the same timemaking recommendations to actively
implement reforms
Endeavor to develop and support new
operations where JICS can demonstrate its
strengths, in accordance with new aid needs
Change employees’ mindset and foster anorganizational culture appropriate to thechanging environment for JICS

Strengthen theorganization so thatit can function as atruly international
procurement
management
organization

Improve quality and reduce costs bystandardizing and integrating operations
processes and strengthening overallmanagement abilities
Act as a bridge in aid operations
Apply accumulated knowledge and experience
to aid operations
Maintain impartiality, fairness and transparency
Operate the organization and conductpersonnel training appropriately

Aim:
To realize the JICS Vision and transform JICS into an international
procurement management organization capable of responding swiftly
to international assistance needs

27Part I General Remarks–Main Activities in FY2004

JICS—Active in Many Areas

Public Relations Committee
The Advisory Council on Management recommended in
FY2003 that a specialist committee be formed to strengthen JICS’ public relations. Accordingly, a Public Relations
Committee, comprising a total of nine members and support staff, was formed in FY2004.
The Committee meets monthly to review public relations materials and to improve and modify pamphlets andother communication tools. The presence of frontline
operations staff on the Committee to verify material
makes possible to provide reports on various JICS operations effectively.

International Cooperation
Festival 2004
JICS was an exhibitor at a booth at the International
Cooperation Festival 2004, held in Tokyo’s Hibiya Park on
October 2-3, 2004. Various assistance goods were on display at the booth, along with panels displaying information on JICS operations. Photos ofdeveloping countries taken by JICS
staff were also displayed and videos
were shown.
Visitors were invited to fill out aquestionnaire on
international cooperation.

One World Festival
The One World Festival took place at the International
House, Osaka on February 5-6, 2005. JICS participated forthe first time in four years with panel displays on themes
such as JICS’ role in ODA, disaster relief in the Indian
Ocean tsunami, JICS’ Cambodia small arms collection
project, research support for mine clearing activities in
Afghanistan and JICS support for NGOs. A video of photos
from around the world taken by JICS staff was also shown.

Sayama Chuo Junior High SchoolStudents Visit JICSOn December 7, 2004, a group of 11 students from
Sayama Municipal Chuo Junior High School (Saitama

28

prefecture) studying international cooperation activities
visited JICS. This is the second visit to JICS by students
from this school. The students wanted to know more
about everything from procurement of goods to how people involved in aid activities approach their task, and JICS
staff answered their questions by describing their work andtheir experiences.

Outreach to University Students
In November and December 2004, JICS staff held lectures
for students at three universities in Japan.
The lecture to Sophia University students describedrehabilitation support in Iraq and peacebuilding activities
in Cambodia and Sierra Leone. At Tokyo Keizai University,
JICS staff gave a class to economics department students,
discussing mainly rehabilitation support in Iraq andinternational cooperation in general. At Yamaguchi
University, students heard a lecture about JICS’ activities
in rehabilitation support in Afghanistan and peacebuilding in Cambodia.

Associate Project Staff System
JICS began a new Associate Project Staff (APS) system,
intended to develop personnel to work in the field of international cooperation. Under this program, individuals
with two or more years’ experience serving in the fieldwith Japan Overseas Cooperation Volunteers or an NGO, or
persons with a master’s degree who wish to acquire practical experience in international cooperation operations,can work at JICS for a maximum of three years. Two APS
joined JICS in March 2005 and are currently working
abroad.

New Internship Program
Two second-year students from the College of Humanities
at Ibaraki University spent two weeks at JICS on August
16-27, 2005, under JICS’ new internship program. The
program is designed to give participants a specific idea of
the work involved in procuring goods and services to support developing countries. The students also observed
equipment inspection for a technical cooperation projectand visited the Tokyo embassies of grant aid recipient
countries. Through these and other activities, they wereable to develop a better understanding of JICS’ work andgain valuable experience for their academic career.