January 26, 2012

Nadia El Shafie

Steps to be taken before starting program for writing job descriptions I. Determining organizations needs

II. Ensuring cooperation from management III. Selecting an administrator

January 26, 2012

Nadia El Shafie

Determining organizations needs

A number of symptoms usually lead management to consider starting a job description program:  A need for knowing every one s specific work Overlap responsibility leading to duplication of effort and occasional conflict.  Hiring and selection.  Organizations overall productivity. A flow of work suffers delays and is incomplete.

January 26, 2012

Nadia El Shafie

Determining organizations needs

A number of symptoms usually lead management to consider starting a job description program:  Lacking job standard  Lacking the link between companys goals and individuals goals

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Nadia El Shafie

Such a system should not started simply to fulfill a one time objective
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Management should recognize that the program ,once started ,must be maintained .

It requires constant updating

January 26, 2012

Nadia El Shafie

II. Ensuring cooperation from management

 To ensure the success of a job description program, the support of top management must be visible .  It needs widespread participation among managers and supervisors  It needs proper communication ,policy statement (objectives-person will be responsible for its development ,outline of schedule, procedure for review of the drafts of descriptions ,employees and mangers role in the program
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Some methods for obtaining maximum cooperation are: Delegating some one the responsibility for communicating program details to the operating managers and others Holding preliminary meetings with managers to answer questions ,clarify goals and evaluate suggestions from participants

January 26, 2012

Nadia El Shafie

III. Selecting a program administrator

The program administrator directs the gathering of information ,monitors progress and sees to it that the program stays on schedule. Her most important responsibilities involve eliminating overlaps in descriptions, making sure that descriptions are written in a uniform style ,administering the review ,revision and approval procedures and making sure that the drafts of the descriptions become final.. The consultant will act as an advisor to the administrator ,share experience, suggest methods or provide critical services

January 26, 2012

Nadia El Shafie

What is Job Description Characteristics?

It is a document of factual information that identifies the work to be performed and responsibility entailed in a job. It outlines relationships between the job and other jobs in the organization The description is based upon the nature of the work rather that n on the individual currently performing it
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What is Job Description?

It is a Statement of Tasks, Duties, and Responsibilities of a Job.

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The Value of Job Description Employees

Help them learn their job duties. Remind them of the results they are expected to achieve.

Employers
Minimize misunderstandings between managers and subordinates concerning job requirements. Establish managements right to make corrective actions when the duties covered by the DJ are not performed as required.
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Nadia El Shafie

Uses of Job Description

Compare one job to another and rank them. Help the process of Job Evaluation. Recruitment and selection.

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Nadia El Shafie

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Uses of Job Description

Manpower planning, training and development. Performance appraisal. Organizational design work flow diagram: who does what instead of what should be done.
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What if they do not exist?

Pay practices are inadequate; lack of consistency. Conflict and misunderstandings of specific tasks. Duplication of efforts due to overlap of responsibilities and authorities.
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What if they do not exist?

Hiring and selection is ineffective. Workforce is not adequately trained. Organization will not have the talent and will not have human capital Lack of competency and will not have competitive advantages Organizations overall productivity is not acceptable. Work flow suffers delay and is incomplete.
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Form of Job Descriptions

I. Job Title :
---------Job Title : Site / Business Unit : Department : Job Reference : Span of Supervision : As per Organ. Chart ---------Reporters 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.)
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Form of Job Descriptions

II. Job Purpose :
Job Purpose : (Briefly describe the main purpose of function of the job)
* ------------

Briefly state, in 3 or 4 sentences, the basic responsibilities of the job and state the overall objective of the position; what the position is to do, the reason to do it and the scope of its intended results.
Direct Manager Assistant The Incumbent Colleagues
Nadia El Shafie

Organogram
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Direct Reports

Personnel Supervised (Function Reporting)

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Form of Job Descriptions

III. 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 % Timeweight ( according to strategic objectives ) Key Accountabilities

Responsibilities: 1. 2. Duties: 1. 2.
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3. 4.

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Form of Job Description?

Responsibilities (Management Level)
 Mainly for senior positions with strategic goals What the main responsibility is How & Why is it performed Consequences of failing to do the job right  Accountabilities for equipment, assets, profit margin, exchange of information, etc.  Supervisory scope: who makes decisions? Which tasks are supervised? How is quality conducted and how is it reviewed? Responsibility for funds, machines, etc..
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Form of Job Description?

Duties

For senior and junior positions. Duty (What) Procedures (How) Reason for Duty (why) Frequency (How often) and percentage estimate of time spent performing duty.
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Form of Job Description?

Duties

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

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Nadia El Shafie

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Form of Job Description?

Duties

Begin statements with action verbs. Quantitative terms are to be used: daily weekly.

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Nadia El Shafie

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Form of Job Description?

Duties

Avoid generalizations. What records are maintained by persons in this job?

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Form of Job Description?

IV. Work Contacts:
Title Reason

WORK CONTACTS Internal : External :

Identify kind of contacts internally within other departments in the same organization and externally with all parties who do not belong to the organization.
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Form of Job Description?

IV. Report Preparation :
REPORT PREPARATION :
1. 2. 3.

List all reports and specify its title, purpose, time of submission and to whom are they presented.
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Form of Job Description?

V. Authority :
AUTHORITY :
Financial : Functional : As per organization structure

Financial: the limited authorized amount in LE or USD under the employees custody. Functional: to be decided as per organizational structure; hire, fire, etc..
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Form of Job Description?

VI. Working Conditions:
WORKING CONDITIONS :
% field - % office.

 Describe the working conditions which may cause a feeling of pressure or discomfort.  Consider working environmental.  Percent of time the job requires the incumbent to spend in the office, the factory, the field, or outdoor.
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Form of Job Description?

VII. Requirements of the Job:
JOB-HOLDER ENTRY REQUIREMENTS.
Education : Related Experience : Special Knowledge / Skills : Competencies

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Form of Job Description?

VII. Requirements of the Job:
Minimum specifications for entering the job
 Type of knowledge required: to state the education level (University graduate / moderate certificate).  To state related experience in the same field and special knowledge (training / special experience).  To state required skills (mental / manual / interpersonal) needed to perform the job efficiently and not to list th qualifications that the incumbent.
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