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What is Job
Description?
It is imperative for an organization to provide job
description to its employees. A job description clearly
outlines the role, duties and responsibilities entailed
with the job.
The basic advantage of writing job description is that
it helps in the smoothening of the recruitment process,
reconciles the organizational and the individual goals,
sets the pay scales etc. It is important that a job
description offers a well defined and systematic format.
Guidelines for Writing Job Descriptions (checklist)
The first and foremost guideline for writing a good
job description is that it should highlight the roles,
duties that the job entails. It should include:
1) Job specifications
• JOB TITLE
• Accurate titles reflecting the function and level of
the job.
• THE DEPARTMENT
• POSITION
• Stating the job title the employee is responsible to,
as well as titles of those reporting to the job holder.
• AREAS OF RESPONSIBILITY
• Concisely stating the overall purpose of the job, the
principal role of the job holder and the expected
contribution to achieving objectives
• MAIN TASKS
• Identifying the tasks and include the objective or
purpose of each task.
• SEPARATE DESCRIPTIONS OF MAIN TASKS
• SPECIAL REQUIREMENTS
• Equipment, tools, special skills.
• LOCATION - Of the job and travelling needed.
• SPECIAL CIRCUMSTANCES
• Night work, overtime, weekend working
• SIGNED AGREEMENT BY POST HOLDER & DATE
2) Person specification
A good person specification distinctly
outlines the expertise, experience and qualifications
required to expedite the activities mentioned in the job
description. The basic four categories are:-
• EDUCATION, QUALIFICATIONS & TRAINING
• EXPERIENCE
• WORK BASED COMPETENCIES
• (i.e. what does the candidate need to be able to do
such as use Excel, deliver training or work in French
etc.)
• BEHAVIOURAL COMPETENCIES
• (Such as the ability to influence people, identify
problems and work together with a team to find
solutions, demonstrate personal drive, ability to work
alone, to communicate effectively orally and in written
reports etc.)
The language Orientation:
• Avoid jargon and unexplained acronyms
and abbreviations.
• Be matched to the type of job and be readily
understood by the employees concerned.
• Avoid ambiguity about responsibility and be clear
about the post-holder's accountability for results and
resources.
The Must Have:
• Try to give as much information as possible to allow
candidates to make an informed and rational decision
about their suitability for a post.
• Consider any legal requirements i.e. work and travel
permissions that might prevent a candidate from working
in a specific country.
• Provide relevant details of climate/security/isolation
that candidates need to consider before applying for a
post.
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