International

The UCSB’s Cooperation with International Organizations

The Union Civil Service Board (UCSB) is currently undertaking a variety of reform activities in collaboration with UNDP, EU (GOPA), World Bank, Hanns Seidel Foundation, UN-APCICT, DPU of Thailand and KOICA.

  1. Collaboration with UNDP
  2. Perception Survey on Ethics, Equal Opportunities and Meritocracy

In order to achieving desired outcomes and identifying the actual situations, the UCSB and UNDP have undertaken “Perception Survey on equal opportunities, meritocratic procedures, and ethical practices and behaviors”. The perception survey aimed to investigate the effectiveness of civil service reforms, existing legislation and regulations, and potential improvements to civil service training. The perception survey information provides preliminary data on the opinions of Myanmar civil service personnel.

To accomplish these objectives, the perception survey probed civil service personnel’s experiences with recruitment, professional ethics, performance review, promotion and relocations, morale and equal opportunities. The survey methodology was based on a mix – quantitative (survey) and qualitative (focus group) data. This Survey took place at two Central Institutes of Civil Service (Upper and Lower Myanmar)during July and August 2015. Total numbers of respondents are 2,010 and sample quotas for each survey instrument were set in proportion to the number of trainees attending in two CICSs at the time that the survey was taken place. In addition, twelve focus group discussions gathered in-depth information of civil service personnel’s perception, and explore the issues raised in the survey further.

Perception Survey on Ethics, Equal Opportunities and Meritocracy identified on a wide range of civil service issues that ensures the importance of effective performance management system.

  • Civil Service Reform Strategic Action Plan (2017-2020)

On 16 June 2016, the Preparatory Meeting for Civil Service Reform Strategic Action Plan had been held at the premise of the Union Civil Service Board (UCSB). Members of the UCSB, the responsible officials from Chairman’s office, civil service affairs department, civil service selection and training department, two central institutes of civil service (CICS) and the representatives from UNDP also participated in that meeting.

In 2017, the UCSB has launched Civil Service Reform (CSR) Strategic Action Plan (CSR-SAP) that is setting the stage for promising regulatory, procedural, and systemic reforms. The Myanmar CSR-SAP has been developed through a series of nation-wide consultations with a broad range of stakeholders (stakeholders from government and non-government entities, from all levels of governance, from civil society and from academia and the international community). The consultations at States and Regions also included the participation of Self-Administered Zones and allowed the UCSB to explore issues of civil service management throughout Myanmar. A series of workshops have been conducted for 3 times in Nay Pyi Taw, Yangon, Mandalay, and Taungyi, respectively.

In addition, this CSR-SAP can highlight the importance of the public consultations through inviting the public to offer their opinions on the proposed civil service reform’s results and activities. The UCSB Website (www.ucsb.gov.mm and ucsb.imis.com.mm), social media (Facebook page of the UCSB), traditional media platforms (state-owned newspapers Global New Light of Myanmar in both English and Myanmar version, the Mirror Daily) were used for this purpose. This demonstrated once again the commitment of the government to engage the public in policy development. Later on, Civil Service Reform Strategic Action Plan can be launched to the Public in July2017 after getting the approval of the President’s Office.

The UCSB has finalized Civil Service Reform Strategic Action Plan (CSR-SAP) that instigates a new civil service culture based on the principles of professionalism, accountability, meritocracy, inclusiveness, efficiency and service-orientation. CSR-SAP has specified four main components of (1) new civil service governance (2) merit-based and performance-driven culture and systems (3) people-centered civil service leadership and capacity development, and (4) transparency and accountability in the civil service to achieve the following Vision: “Ethical, merit-based, inclusive and responsive Civil Service promoting public participation and strengthening the trust of the people.”In addition, it has identified nine primary outcomes: (1) New directions for the Myanmar civil service are determined, reflecting the aspirations of the government of Myanmar to instate a Federal Democratic Union (2) Role and mandate of the Union Civil Service Board strengthened and clarified (3) Meritocracy and equality mainstreamed across all regulatory and procedural frameworks (4) Modern human resource systems introduced and upholding merit-based, performance-driven and gender sensitive selection, recruitment, promotion and transfer systems (5) Results-oriented and people-centered culture instigated through motivation (6) Leadership for mindset change and reform is strengthened (7) Learning and training methods and techniques improved (8) integrity and accountability enhanced across the civil service (9) Openness and transparency towards the public.

  • Competency Framework

After finalizing the development of CSR Strategic Action Plan that presents the vision and strategic entry points for Civil Service Reform in Myanmar, the UCSB tries to build on the premise that a new Ethos and Culture are needed for Myanmar’s Civil Service; it is centered on the principles of integrity, meritocracy, inclusiveness, effectiveness and accountability. On the other hand, the CSR-SAP aims at achieving the Focus Area 2 “Merit-Based and Performance-Driven Culture and Systems” where performance management systems and competency frameworks are key elements.

To end like this, Competency Frameworks for Senior and Executive levels (Directors, Deputy Director Generals, Director Generals/Permanent Secretary) have been finalized originally by the United Nations Institute for Training and Research (UNITAR).  The competency frameworks were included in UNITAR’s report that was deemed too complex and requiring simplification. In this connection, Dr. John Vong  was recruited by UNDP Myanmar to support the simplification and finalization of the Competency Frameworks and development of the Job Description Toolkit based on Competency Frameworks.

There are four parts mainly included in the Competency  Frameworks (final version) (i) Introduction (Background,  Purpose of Toolkit, What are Competencies?, What are Competency-Based Job Descriptions?); (ii)  Uses of Toolkit (Recruitment, Selection and Promotion; Performance Evaluation / Learning and Development; Career Progression and Promotion; Competencies Certification); (iii) Competencies Framework (Core Values; Core Competencies; Functional Competencies; Competency Frameworks by Levels);  and (iv) Examples of Uses of Toolkit (Recruitment, Selection and Promotion: Competency-Based Job Descriptions; Performance Evaluation Assessment and learning and Development Plan; Career Progression and Promotion Pathway; Competencies Certificate).      The UNDP have sent this toolkit to the UCSB on 26 July 2018 for ad-referendum.

  • Job Descriptions

The job description toolkit has been finalized and it includes the approach to develop a Job Description based on international best practices. A new ToR is being developed to mobilize the expertise of an international expert who will work with the UCSB Working Group to complete the work on all Job Descriptions of the UCSB and support UCSB to train other HRM officers from various departments on the new job description template and approach.

Job Description is one of the UCSB’s activities that directly link to “2nd Commitment of ASEAN Declaration on the Role of the Civil Service as a Catalyst for Achieving the ASEAN Community Vision 2025” singed by the State Counselor at 30th ASEAN Summit in 2017. 

  • Senior/Executive Leadership Development System

The UCSB and UNDP have undertaken a perception survey on equal opportunities, meritocratic procedures, and ethical practices and behaviors. This survey identified on a wide range of civil service issues that ensures the importance of effective performance management system to provide valuable insights into the effectiveness of civil service reform. That report highlighted the need to provide institutional support and training to those who have a leadership role, in order to allow them to uphold and embody the values and principles. As leadership skills and capabilities will need to be nurtured and groomed if change and transformation are to take place effectively, the Myanmar civil service is striving to instate and to ensure their application and respect. Indeed transforming the civil service and prompting mindset change will only be possible if the highest levels of the administration lead the transformation and act as role models for others. The importance of leadership in transitional settings and the impact empowerment and capacity development can have across the public sector in times of change and transformation.

The efficiency and effectiveness of civil service will be strengthened by enhancing knowledge and skills of the personnel through on job-training and coaching, and through improving institutional training and capacity development. Empowering staff at all levels will be key to more effective service delivery. Clear and engaging guidance will be developed and delivered to the civil service personnel on their responsibilities for customer-oriented approaches and for rights holders and service users on their rights and obligations. It is important for a modern civil service to understand what people really want and need from public services and to assess how they can do a better job in delivering it. As such, the UCSB is exploring the issue of leadership, and how to nurture current and future leaders and to allow the civil service leadership to abide by the principles of meritocracy, professionalism, impartiality, equality and non-partisanship.

The UCSB, in cooperation with UNDP, is currently developing a policy paper makes recommendations on the feasibility and a potential model for a leadership scheme fit for Myanmar’s context and transitional setting, drawing on comparative analysis of leadership schemes in other countries. Thus, it seeks to develop the competency frameworks and a leadership programme to fill the needs and capacity gaps of three categories of Senior Officials; namely Permanent Secretary/Director General, Deputy Director General and Directors. In doing so, a new national leadership development project for senior and executive civil service personnel will empower leaders today and nurture the leaders of tomorrow. Graduates of the leadership scheme will be better prepared to take on important roles managing the impact of change and reform to deliver better services for the people of Myanmar. Precisely, ensuring the senior and executive levels present the right set of knowledge, skills and behavior that is required for them to be able to fulfill their job effectively.

  • Review Civil Services Personnel Law/ Rules, the Union Civil Service Board Law/ Rules

Civil Services Personnel Law (2013) and Civil Services Personnel Rules (2014) are comprehensive and regulate all key human resources. The functions as embodied in the law include: recruitment and selection, appointment, right to pay and compensation, including leave and pension entitlements, retirement, promotion procedures, discipline and accountability measures, and learning and capacity development. These rules and regulations need to establish the extent to which they reflect the principles of merit, equal opportunities and ethics. The action, if taken as part of broader civil service reform measures, can help identify areas of improvement in the law and procedures.

Civil Service regulatory frameworks and systems need to be modified in order for them to better promote the values of meritocracy and equality and allow their translation into practice. These rules and regulations need to be reviewed in a consultative manner. Consultative review of Civil Services Personnel Law and Rules, and wide dissemination with additional explanatory and promotional materials within the civil service and more broadly to the general public, will help the effective functioning of the civil service.

The Union Civil Service Board (UCSB) is undertaking review on Civil Services Personnel Law/ Rules, the Union Civil Service Board Law/ Rules with the support of UNDP. Reviewing those rules and regulations has been undertaken led by Ms. Fainula Rodriguez, Foreign Expert of UNDP. In addition, Former Member of Constitutional Tribunal Court and local senior advisor and senior officials of the UCSB also participated. Discussions have also made with senior officials from the relevant Ministries and Organizations.

(v)Knowledge Forum on Public Service Motivation

With the aim of upgrading Ethics, Merit and Inclusiveness among civil service personnel, Knowledge Forum on Public Service Motivation was held on 16 December 2016 at Myanmar International Convention Center (MICC II) in Nay Pyi Taw.  Likewise, Workshops about Exchange views among ASEAN Member States was held on 17 December 2016 at Park Royal Hotel (Nay Pyi Taw) with 400 participants from the Union Civil Service Board, Ministries and Organizations, academia and Think Tanks, civil society organizations, donors and development partners, representatives from ASEAN Member States and ASEAN Secretariat (ASEC) international experts and practitioners, and diplomats.

  • New Zealand Study Mission led by H.E. Win Thein, Chairman of Union Civil Service Board

The Myanmar delegation led by H.E. Win Thein, Chairman of the UCSB visited New Zealand State Services Commission (SSC) from 8 to 12 May 2017 with the support of United Nations Development. During this mission, Myanmar delegation met with State Services Commissioner and high level officials.

The fruitful discussions has made between the UCSB and the SSC. In addition, Myanmar delegation  learned on the matters of public administration of New Zealand, Civil Service Reform process and the role of SSC, Reform of SSC, Electronics technology, short-term training courses for ASEAN countries provided by Victoria University, the role of high level officials in SSC, the role of leadership in SSC. Myanmar delegation and State Services Commissioner exchanged views on the allowances and disciplines of civil service prescribed in Union Civil Service Board Law/ Rules as well as Civil Service Personnel Law/ Rules.

(B) Cooperation with EU (GOPA)

With the programmes of UCSB and EU (GOPA), the workshop on reviewing the courses and syllabus conducting in the CICS was held in UCSB, Nay Pyi Taw on 1st September 2018. The 30 representatives from two departments and two CICS under UCSB attended to the said workshop. Executive Officials Management Course for Deputy Director General and Senior Levels Management Course for Director were conducted by EU (GOPA). Mr. Tony Bass, Training Expert of EU (GOPA) and the Heads of Department from two CICS discussed on the curriculum syllabus Modules and Course Design conducting in the seven trainings, teaching methodologies, enhancing capacity development of trainers, training schedule, creating the learning environment. The workshops were held in CICS (Upper Myanmar) and (Lower Myanmar).

Faculty members participate in two ToT Workshops on learning “Workplace Skills” that were held from 3-5-2018 to 5-5-2018 in CICS (Upper Myanmar), and from 10-5-2018 to 12-5-2018 in CICS (Lower Myanmar). Syllabus design of “Workplace Skills” is now discussing as a new subject taught in seven (7) training courses. Total numbers of (23) participants comprising of TWG members, heads of departments and professors from two CICS participated in “One-Day Workshop on Reviewing Curriculum and Syllabus” that was conducted on 22-3-2018 at Horizon Lake View Resort, Nay Pyi Taw.

The UCSB officials led by H.E. Win Thein can seek learning opportunities/learning points through Exposure Visit, to Estonia and Ireland,  the importance of leadership, the need for cross-agency collaboration, the importance of HRD and HRM functions in the civil service, the implications of HRD and HRM for governance, the need for ToT and intensive internship training programmes, Myanmar client’s need “issue-based”, short-term, training programmes, the importance of developing the “best practices” to become excellent civil service personnel to improve performance, the need to be cost effective for/with government expenditure including the need for good governance in Training & Development expenditure, how to ensure merit-based recruitment and promotion, how to attach importance to the development of leadership capacity. In addition, the UCSB officials can explore how to organize staff training and development processes through sharing of information on the curricula and contents of both long-term and short-term trainings, how to contribute to strengthening HR capability & capacity- the blended learning design and delivery model, how to add the values of qualifications for HR Practitioners, Line Managers, and their Institutions, and so forth.

(C) Cooperation with World Bank

World Bank delivers the lectures on Human Resource Management for Executive Officials Management Course for Deputy Director General. In addition, lectures on Case Study Method were provided in two CICS. In addition, the UCSB provides some inputs, especially for chapter 6, to the draft Report of Pay, Compensation and Human Resource Review. This report is mainly undertaken Budget Department of Ministry of Planning and Finance and World Bank.

(D) Cooperation with Hanns Seidel Foundation (HSF)   

In cooperation with the UCSB and Hanns Seidel Foundation, Consultative Workshop for Establishing the Civil Services Academy (CSA) was held on the date 23-6-2016 to 24-6-2016. In addition, HSF provides the lectures on Federalism (Features, Fiscal, Democracy, Conflict, Resolution, Distribution of Competences, Intergovernmental Relations and Comparative Constitutional Law and Politics) for Senior and Executive level Management Courses conducted at two CICSs.

HSF provides Training of Trainers on the course “Federalism, Decentralization and Understanding Peace Process” in two CICSs on 16-17 August and 20-21 August 2018. The aim of the programme is to upgrade the participants’ knowledge on the topics of Federalism and Decentralization – key terms and definitions, as well as the update on the political debates in Myanmar.

(E) Cooperation with United Nations – Asia Pacific Center of Information and Communication Technology (UN- APCICT)

UN- APCICT has delivered the lectures on e-Government Application Information Security and Privacy; Wifi Policy Module on ICT and Entrepreneurship; ICT Project Management in Theory and Practice; and Social Media for Development for Senior and Executive Level Officials Management Courses.

(F) Cooperation with Thailand DPU

Two experts from DPU, Thailand provide the lectures on enhancing capacity development of trainers in two CICS. The UCSB negotiate with them to conduct ToT in two CICS for training year of 2017/2018.

(G) Cooperation with Korea International Cooperation Agency – KOICA

Members of UCSB and representatives from the various ministries and organizations attended the Public Administration Programmes from 2010 to 2013. The UCSB request to assist the advisors from the World Friend Korea (WFK) to delivering lectures in the senior and executive level official management courses and Short Term Training Courses on Public Policy, Public Management and Public Administration for the UCSB’s officials.