Job Description Presentation

8/3/2019 Job Description Presentation

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February 25, 2012 Nadia El Shafie 1




Steps to be taken before startingprogram for writing job

descriptionsI. Determining organization¶s

needsII. Ensuring cooperation from

management

III. Selecting an administrator




Determining organization¶s needs

A number of symptoms usually lead managementto consider starting a job description program:A need for knowing every one µs specific work Overlap responsibility leading to duplication of effort and occasional conflict.Hiring and selection.

Organization¶s overall productivity.A flow of work suffers delays and is incomplete.






S uch a system should notstarted simply to fulfill aone ± time objective




M anagement should recognize thatthe program ,once started ,must bemaintained .

It requires constant updating




II. Ensuring cooperation frommanagement

T o ensure the success of a job description program, the support of top management must be

visible .It needs widespread participation among managersand supervisorsIt needs proper communication ,policy statement

(objectives-person will be responsible for itsdevelopment ,outline of schedule, procedure for review of the drafts of descriptions ,employeesand mangers role in the program




Some methods for obtaining maximumcooperation are:-

Delegating some one the responsibility for communicating program details to the operating

managers and othersHolding preliminary meetings with managers toanswer questions ,clarify goals and evaluatesuggestions from participants




III. Selecting a program administrator T he program administrator directs the gathering of information ,monitors progress and sees to it that the

program stays on schedule.Her most important responsibilities involveeliminating overlaps in descriptions, making sure thatdescriptions are written in a uniform style,administering the review ,revision and approval

procedures and making sure that the drafts of thedescriptions become final..T he consultant will act as an advisor to theadministrator ,share experience, suggest methods or

provide critical services




W hat is Job DescriptionCharacteristics?It is a document of factual information that

identifies the work to be performed andresponsibility entailed in a job.It outlines relationships between the job and other

jobs in the organization

The description is based upon the nature of thework rather that n on the individual currentlyperforming it




W hat is Job Description?

It is a S tatement of Tasks, Duties,and Responsibilities of a Job.




The Value of Job Description

EmployeesHelp them learn their jobduties.Remind them of the resultsthey are expected to achieve.

EmployersM inimizemisunderstandings betweenmanagers and subordinatesconcerning jobrequirements.Establish management¶s

right to make correctiveactions when the dutiescovered by the DJ are notperformed as required.




U ses of Job DescriptionCompare one job to another and

rank them.Help the process of Job Evaluation.

Recruitment and selection.




U ses of Job DescriptionM anpower planning, training anddevelopment.Performance appraisal.Organizational design ³work flow

diagram´: ³who does what´ insteadof ³what should be done´.




W hat if they do not exist?Pay practices are inadequate; lack of consistency.Conflict and misunderstandings of specific tasks.

Duplication of efforts due to overlapof responsibilities and authorities.




W hat if they do not exist?Hiring and selection is ineffective.W orkforce is not adequately trained.Organization will not have the talent and will nothave human capitalL ack of competency and will not havecompetitive advantages

Organization¶s overall productivity is notacceptable.W ork flow suffers delay and is incomplete.




F orm of Job DescriptionsI. Job Title :

----------Job Title :S ite / BusinessU nit :

Department :Job Reference :

S pan of S upervision : As per Organ. Chart----------Reporter¶s Job Title :

Approved by :Date :

Title should provide some indications of what the duties of

the job entail, Ex : inspector, sales person, engineer.Obviously hint at the nature of the duties of these jobs.Job title should indicate the hierarchy level (junior, senior,etc.)




F orm of Job DescriptionsII. Job Purpose :

Job Purpose : (B riefly describe the main purpose of function of the job)* ------------

Briefly state, in 3 or 4 sentences, the basic responsibilitiesof the job and state the overall objective of the position;what the position is to do, the reason to do it and the scopeof its intended results.

Organogram

Direct M anager

Assistant

The Incumbent

Colleagues Direct Reports Personnel S upervised(F unction Reporting)




F orm of Job DescriptionsIII. Duties & Responsibilities :

Key Accountabilities :(in a series of brief statements. Describe the principal accountabilities of the job, specify key action and end-result(s) to be obtained)

Rank % Time Key AccountabilitiesResponsibilities:

1.

2.

Duties:1.

2.3.

4.

5.




F orm of Job Description?

M ainly for senior positions with strategic goalsW hat the main responsibility is

How &W

hy is it performedConsequences of failing to do the job right

Accountabilities for equipment, assets, profit margin,exchange of information, etc.

S upervisory scope: who makes decisions?W hich tasksare supervised? How is quality conducted and how is itreviewed? Responsibility for funds, machines, etc..

Responsibilities (M anagement L evel)





F or senior and junior positions.Duty (W hat) ± Procedures (How) ± Reason for Duty (why) ± F requency

(How often) and percentage estimateof time spent performing duty.

Duties





Job duties are arranged sequentially(in order of importance).Each duty is to be stated clearly and

separately.

Duties





Begin statements with action verbs.Quantitative terms are to be used:µdaily¶ µweekly¶.

Duties





Avoid generalizations.W hat records are maintained bypersons in this job?

Duties





WORK CONTACTSTitle Reason

Internal :External :

IV. W ork Contacts:

Identify kind of contacts µinternally¶ within otherdepartments in the same organization and µexternally¶with all parties who do not belong to the organization.





REPORT PREPARATION :

1.

2.

3.

IV. Report Preparation :

L ist all reports and specify its title, purpose, time of submission and to whom are they presented.





AUTHORITY :

F inancial :Fu nctional : As per organization str u ct u re

V. Authority :

F inancial: the limited authorized amount in L E orUS D under the employee¶s custody.

F unctional: to be decided as per organizationalstructure; hire, fire, etc..





WORKING CONDITIONS :

% field - % office .

VI. W orking Conditions:

Describe the working conditions which may cause afeeling of pressure or discomfort.Consider working environmental.Percent of time the job requires the incumbent tospend in the office, the factory, the field, or outdoor.





J OB-HOLDER ENTRY REQUIREMENTS.

Edu cation :Related Experience :

Special Knowledge / Skills :

Competencies

VII. Requirements of the Job:




F orm of Job Description?VII. Requirements of the Job:

M inimum specifications for entering the job

Type of knowledge required: to state the educationlevel (U niversity graduate / moderate certificate).To state related experience in the same field and specialknowledge (training / special experience).To state required skills (mental / manual /interpersonal) needed to perform the job efficientlyand not to list th qualifications that the incumbent.




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Job Description Presentation

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