Lecture 3 in Human Resources Management 15
- 2. Course Framework ▪ Section 1: Organization Design and Structure ▪ Section 2: Job analysis, description and specification ▪ Section 3: Recruitment & Selection Process
- 4. Developing Job Description There is no standard format for writing the job description, but there are common components or sections, should be covered while writing the job description. What are those sections ?
- 5. Job Identification Job Purpose Relationships Duties & Responsibilities Developing Job Description Job Specification
- 6. It is a quick check – hand or introduction about the job, contains certain information , as the following: ▪ Job Title: Specifies the function performed, and the name of job For example Marketing Manager Job Identification
- 7. Job Identification Reporting channel: means to whom the job holder should report. Department Location: means the location in which the job will be performed, such as : main office, branch office, factory, production line, state or zone …etc. Job code: In case that each job in the organization has a certain serial number or code Job grade: the rank of this job according to the grading system Date & Approvals: on which the job description was developed
- 9. Job Identification Job Purpose Relationships Duties & Responsibilities Developing Job Description Job Specification
- 10. Job Purpose A brief describes the general nature of the job and it includes only its major functions or activities.
- 11. Examples of Job Purpose Sales and Marketing Executive Applications Designer What does he do? To plan and carry out To Design What does it affect? direct marketing and sales activities Conceptual technical design for projects Why does he do it? To maintain and develop sales of ABC machinery to Egypt major accounts. To ensure designs conform to agreed company’s standards.
- 12. Examples Of Job Purpose ▪ Sales Manager: Plan, organize and control selling operations in order to achieve targeted sales turnover with reduced and controlled overhead costs ▪ Human Resource Manager: Formulate and develop human resource policies and procedures to ensure effective staff development, recruitment and selection, reward practice and benefits to support company goals and strategies ▪ Plant Manager: Plan and control overall plant operations so as to ensure optimum production at desired quality level within the targeted budgets
- 13. Job Identification Job Purpose Relationships Duties & Responsibilities Developing Job Description Job Specification
- 14. It reveals the job holder’s scope of relations with other, however, internally or externally. Internal relationships: reports to whom, supervises who, works with who. ( inside the organization) External relationships: clients, governmental institutions, suppliers, agencies, firms, sister companies, …etc. (out side the organizations) Relationships
- 15. Job Identification Job Purpose Relationships Duties & Responsibilities Developing Job Description Job Specification
- 16. Duties & Responsibilities This section presents a list which reflects the major tasks, activities , and responsibilities of the job. This is done through listing all the job’s tasks in order of importance, and giving a percentage for each task based on time consumption, frequency, priority …etc. How to write professional & effective Duties & Responsibilities ??
- 17. Duties & Responsibilities To prepare JD you should: ▪ Identify the main functions within the job. ▪ Identify what end-results have to be produced to achieve the main purpose of the job.
- 18. Duties & Responsibilities Position Main Functions Duties for Specified Function Administrative Assistant ▪ Typing/Word Processing ▪ Correspondence ▪ Public Contact ▪ Conference Coordination ▪ Calendar Management ▪ Filing • Conference Coordination • Schedule & select speakers for monthly departmental seminars. • Call speakers from established lists. • Confirm availability, and determine event dates.
- 19. Example
- 20. Example
- 22. Duties & Responsibilities What is done To what With what end result? To check invoices to ensure that they correspond with orders received To direct and control the staff of the section to ensure that they are well motivated and trained To prepare minutes of all committee meetings to ensure that they provide an accurate record of discussions and resulting decisions The statements should be written in the following form:
- 23. Duties & Responsibilities Example: Sales Manager ▪ Ensure agreed sales targets are achieved through consolidating present clients. ▪ Identify new customers in order to meet the business objectives of the organization. Example: Production Manager ▪ Ensure achievement of planned production targets to meet customers’ expectations. ▪ Evaluate and initiate new production processes so as to ensure the optimum use of resources.
- 24. Job Identification Job Purpose Relationships Duties & Responsibilities Developing Job Description Job Specification
- 25. Job specifications Is the last step in writing the job descriptions, and it is simply the answer of the question “ which human’s traits & skills are required to perform this job accurately?” Professionally, the following points should be covered, to assure accurate job specifications
- 26. Job specifications ▪ Age ▪ Education ▪ Post graduate degrees ▪ Years of experience ▪ Language capabilities ▪ Computer skills ▪ Equipment / machines operating skills ▪ Physical demand (health conditions) ▪ Mental capabilities ( analytical thinking – conceptual thinking) ▪ Interpersonal skills