Chapter II: ACQUISITION OF HUMAN RESOURCES

What is Job Analysis?

- the procedure used for determining/ collecting information relating to operations and responsibility of a
specific job.
- determines the minimum and desirable qualification necessary to perform a job and indicates what tasks,
duties responsibilities the job will entail.
- it helps the management to find out exactly what tasks are performed on each job and can compare
individual tasks for similar jobs across the organizations.
- Job Analysis is a process where judgments are made about data collected on a job.

DIFFERENT JOB TERMS 

1.POSITION – Consists of the responsibility and duties performed by an individual.
2.JOB –group of positions that are similar in their duties. In some instances, only one position
maybe involved because no other similar position exists.

3.OCCUPATION –groups of jobs that are similar as to kind of work and are found throughout an industry.

- a category of work found in many firms.

4. JOB ANALYSIS–the procedure used for determining/collecting information relating to the operations and

responsibility of a specific job. The end results are Job description and Job specification.

5.JOB DESCRIPTION –organized, factual statements of the duties and responsibilities of a specific job.It tells

what to be done, what should be done, how it is done and why. It is a list of job
duties, responsibilities, reporting relationships, working conditions and supervisory
responsibilities.

6.JOB SPECIFICATIONS–a written explanation of the minimum acceptable human qualities necessary for

effective performance of a given job. It designates the qualities required for
acceptable performance, which are requisite education, personality , skills and so on.
7.JOB CLASSIFICATION –grouping of jobs on some specified basis such as kind of work or pay.

8. JOB EVALUATION –systematic and orderly process of determining the worth of a job in relation to other

jobs. The objective is to determine the correct rate of pay.

9.TASKS –coordinated and aggregated series of work elements used to produce an output.

What is job analysis?

The context of job analysis and job description in overall organizational Business Management.

The process of organizational Design.

CEO
Group

Management Department

Finance Operations Marketing HR

Manager Manager Manager Manager
In the process of forming or designing an organization, there are four identifiable roles:

1) The Marketing Role, which includes:

Finding new clients customers and generally selling the organization.

2) The Operations Role, which includes:

All logistical aspects of the organization e.g. premises, machinery and raw materials.

3) The Finance Role

Securing financial resources to fund all activities and general financial management.

4) The HR Role
-Designing the structure of the organization
-Designing jobs within the structure
-Determining the context and requirement for people and who will take up those jobs i.e. who will occupy
the jobs.

Job Analysis Methods

There are various methods used by job analysts. The job analyst will select a method which is most appropriate
depending on what the information to be collected will be used for e.g. job evaluation, training etc .The
following are the most commonly used methods:
1. Questionnaire: Here the job analyst administers a structured questionnaire, which the jobholder fills, or
answers verbally. Information gathered through a questionnaire should always be verified with a
supervisor to ensure that the jobholder does not exaggerate his duties or responsibilities.

2. Observation: The job analyst can personally gather data by watching/observing the jobholder perform
his tasks and record these observations. This method is most appropriate for manual jobs e.g. a machine
operator but is insufficient for jobs that require mental skills e.g. financial analyst

3. Interviews: The jobholder is interviewed and assisted to describe his job. A cross analysis of the
findings is also done with the supervisor who will verify the information given by the job holder

4. Employee recording/Diary/log method Employee records his daily activities in a diary or log, which the
job analyst then examines to gather information about the job. They are best suitable for managerial and
other complex jobs.

5. Combination of methods: Because of the disadvantages found in each method it is advised that job
analysts should use a combination of methods. E.g. the questionnaire method can be followed by an
interview or the interview method itself supplemented by observation to verify findings and come up
with accurate job descriptions.

6. Others:
(a) Critical incident techniques
(b) Reporting grid analysis
(c) FJA (functional job analysis) - task-based or work-oriented technique describing the work
performed.
Steps in Conducting Job Analysis

Step 1 Step 2 Step 3 Step 4

Examine the total Determine the Select Job to be Collect data by using
Organization and the purpose of Job Analyzed. acceptable Job
fit of each job. Analysis Analysis Techniques.

Step 7 Step 6 Step 5

Use information from 1-6 for Job design, Prepare Job Prepare Job
Planning, Selection and Training, Recruitment, Specification Description
Performance Appraisal, Compensation etc.

Step 1: Provide a broad view of how each job fits into the total fabric of the organization. This is to determine
how data will be used in HRM Planning.
Step2: Look for relevant information on what type of data to be collected and how to collect data.
Step 3: Review the relevant background information such as organization charts, process charts and existing
job descriptions.
Step 4: This involves actual analysis of job by collecting data on job activities, required employee behavior,
education, training, experience requirements, working hours, equipment used, required job duties, process
work flow, working conditions and human traits and abilities needed to perform the job.
Step 5, Step 6 and Step 7 are products of Job Analysis that should be continued and perform to achieve best
results in conducting Job Analysis. JD and JS are concrete products of Job Analysis.