JOB ANALYSIS

1
 Objective

1. Discuss the nature of job analysis (what it is and how it is used)

2. Job description
3. Job specification

4–2
 The Nature of Job Analysis

 Job analysis
– It is the process of collecting job related information. Such information
helps in the preparation of Job description and Job specifications.
The focus is on the job and not on the individual holding the job.
 Job description
– A list of a job’s duties, responsibilities, reporting relationships, working
conditions, and supervisory responsibilities—one product of a job
analysis.
 Job specificationsA list of a job’s “human requirements,” that is, the requisite
education, skills, personality, and so on—another product of a job analysis.

4–3
 The Nature of Job Analysis

Job Analysis
A process of obtaining all pertinent job facts

Job description- A statement

containing items such as Job specification- A
• Job title statement of human
•Location qualification necessary to do
•Job summary the job
•Duties •Education
•Machine, tools and •Expereince
equipment. •Training
•Materials and forms used •Judgment
•Supervision given •Physical effort
•Working conditions •Physical skills
•Hazards •Responsibilities
•Communication skills

4–4
Uses of Job Analysis
Information

4–5
 Uses of Job Analysis
Information
 Manpower planning
 Recruitment and selection
– Selection of people to recruit based on job requirements and
human characteristics needed to perform these jobs
 Performance appraisal
– Compares employees’ performance with standards which are
derived from job analysis
 Job evaluation / compensation
– Estimate value of each job and its appropriate compensation based
on job’s required skill, education level, safety hazard, level of
responsibility etc.
 Training requirements
– Training requirements based on job and required skills which are
listed in the job description

4–6
 Steps in Job Analysis
Step 1: Identify the job to be analyzed.
Step 2.Review relevant background information – org. charts, J.D's
Step 3. Select representative positions
 Step 4. Analyse the job
 Step 5. Verify information
 Step 6. Develop Job description and specification

4–7
 The Nature of Job Analysis
 Type of information collected:
– Work activities
• How the task is performed
• Why the task is performed
• When is a task performed
– Human behavior
– Performance standards
– Machines, tools, equipment, and work aids
– Job context
• Physical working conditions
• Work schedule
• Incentives
– Human requirements
• Specific skills
• Special education and training
• Work experience
• Physical characteristics
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Methods of Collecting Job
Analysis Information

4–9
 Methods of Collecting Job Analysis Information

Method : Interview
 Information sources
– Individual employees
– Groups of employees with same job
– Supervisors with knowledge of the job
 Interview formats
– Structured (Checklist)
– Unstructured
 Advantages
– Quick, direct way to find overlooked information.
 Disadvantages
– Distorted information

 Interview Guidelines
– The job analyst and supervisor should work together to identify the workers who know the job best.
– Quickly establish rapport with the interviewee.
– Follow a structured guide or checklist, one that lists open-ended questions and provides space for
answers.
– Ask the worker to list his or her duties in order of importance and frequency of occurrence.
– After completing the interview, review and verify the data.

4–10
 Methods of Collecting Job Analysis
Information: Questionnaires

 Information source
– Have employees fill out questionnaires to describe their job-
related duties and responsibilities.
 Advantages
– Quick and efficient way to gather information from large
numbers of employees
 Disadvantages
– Expense and time consumed in preparing and testing the
questionnaire

4–11
 Methods of Collecting Job Analysis Information:
Observation

 Information source  Advantages

– Observing and noting – Provides first-hand
the physical activities information
of employees as they – Reduces distortion of
go about their jobs information
 Disadvantages
– Time consuming
– Difficulty in capturing
entire job cycle
– Of little use if job
involves a high level
of mental activity
4–12
 Methods of Collecting Job Analysis Information:
Participant Diary

 Information source  Advantages

– Workers keep a – Produces a more
chronological diary/ complete picture of the
log of what they do job
and the time spent in – Employee participation
each activity  Disadvantages
– Distortion of
information
– Depends upon
employees to
accurately recall their
activities
4–13
 Writing Job Descriptions

 Sections of a typical job description

– Job identification
– Job summary
– Responsibilities and duties
– Relationship( Chain of command)
– Standards of performance
– Working conditions
– Job specifications (KSA and experience, physical
characteristics)

4–14
 The Job Description

 Job identification
– Job title: name of job
– Date: when the description was written
– Prepared by: who wrote the description
 Job summary
– Describes the general nature of the job
– Lists the major functions and objectives of the job.
 Responsibilities and duties
– A listing of the job’s major responsibilities and duties (essential
functions)
– Defines limits of jobholder’s decision-making authority, direct
supervision

4–15
 The Job Description

 Relationships (chain of command)

– Reports to: employee’s immediate supervisor
– Supervises: employees that the job incumbent directly supervises
– Works with: others with whom the job holder will be expected to
work and come into contact with internally.
– Outside the company: others with whom the job holder is expected
to work and come into contact with externally.

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 JOB DESCRIPTION
Restaurant Manager
Job Summary:
Plan, organize, direct, and coordinate the workers and resources of the restaurant for the
efficient, well-prepared, and profitable service of food and beverages.
Tasks and Duties:
1. Work with chefs and other personnel to plan menus that are flavorful and popular
with customers. Work with chefs for efficient provisioning and purchasing of
supplies. Estimate food and beverage costs. Supervise portion control and
quantities of preparation to minimize waste. Perform frequent checks to ensure
consistent high quality of preparation and service.
2. Supervise operation of bar to maximize profitability, minimize legal liability, and
conform to alcoholic beverage regulations.
3. Work with other management personnel to plan marketing, advertising, and any
special restaurant functions.
4. Direct hiring, training, and scheduling of food service personnel.
5. Investigate and resolve complaints concerning food quality and service.
6. Enforce sanitary practices for food handling, general cleanliness, and maintenance
of kitchen and dining areas.
7. Comply with all health and safety regulations.
8. Review and monitor, with bookkeeper or other financial personnel, expenditures
to ensure that they conform to budget limitations. Work to improve performance.
9. Perform other duties as assigned by management.
Qualifications:
1. Bachelor of Science degree in hotel/restaurant management is desirable. A
combination of practical experience and education will be considered as an
alternate.
2. Good organizational skills for dealing with diverse duties and staff.
3. Pleasant, polite manner for dealing with public as well as staff.
Reports to: Department:
Supervises: Division:
Date: Approved:

Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0

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 An Example
 Human resources manager job description
 I/ Job information of HR manager
1. Job tile:
2. Job Code:
3. Department:
4. Report to:
5. Job purpose:
 II/ Key tasks of HR manager
1. Recruitment and Selection
• Maintain up-to-date recruitment progress report, talent database and all related staffing
communication.
• Process all local recruitment requests in an effective and efficient manner.
• Managing orientation program for employee to the business and culture.
2. Training and Development
• Interface with Group HR and external vendors and suppliers for the implementation of
corporate training or training programs to meet the business needs where appropriate.
• Identify key skills, specialty skills and propose training needs accordingly.
• Managing, communicating and delivering important projects that impact other parts of the
organization.
 An Example
3. Compensation and Benefits
• Monitor and alert the regional human resources director to any variance between the budgeted and actual
salaries and headcount.
• Occasionally, produce and submit information to for “knowledge sharing” with Group HR.
• To be in charge of payroll administration and to make all necessary co-ordination to make a smooth and
efficient operation (variable compensation, overtime, expatriates compensation, special payments).
• Gather all necessary data to benchmark salaries and benefits.
• Compile all data needed for the annual salary review, and the annual performance appraisal analysis.
• Provide recommendations and support to HR representatives (mainly Finance Directors) across the
region.
• Provide information to Expatriate staffs regarding C&B (Tax; Social Benefits).
4. Employee Relations
• To detect and handle complaints, disputes and grievances of all staffs and to report them to the Regional
Human Resources Director
• To foster a conducive working environment through employee relations activities and communication
• To conduct exit and grievance interviews with all departments/staffs
• To assist in handling all local labor tribunal cases
5. Rules and Regulations
• To review the staffs rules and regulations (or employee handbook) on a regular basis
• To create and implement the employee staff rules and regulations for newly created subsidiaries in the
region
 An Example

6. Budget, financial management

• Submit the Personnel Budget for all personnel costs and Headcount to Finance Department. Produce and
submit the yearly tax returns for all staffs on a yearly basis.
• Produce and submit the payroll journal and the Headcount report to Finance Department on a monthly
basis.
• To submit the Personnel latest estimates for all personnel costs and headcount to Finance Department on
a quarterly basis.
7. Human resource information system
• Maintain smooth running of the Human Resources Information System.
• Monitor timely update of personnel records (personal details, position, salary, appraisal outcomes, leave
records, training and awards).
• Organize locally and produce Group HR reporting.
 An Example
JOB SPECIFICATION
III / Job specification of HR manager
1. Knowledge
• University diploma
• Professional certificates as requirements
• HR knowledge
• Having knowledge of business sector of company
2. Skills
• Strategic planning,
• complex problem resolution and general management expertise.
• Outstanding communication and presentation skills.
• High level of interpersonal skills and integrity;
• solid team player.
• Creative, forward thinker.
• coaching and leadership skills
• Strong presentation and facilitation skills.
3. Experiences
• Minimum of 6 years human resources experience.
• Minimum of 2 years HR manager experience.
• Preferable to have experience in FCMG.
• ISO experience would be an advantage.
4. Abilities
• Ability to influence senior management, establish and maintain collaborative partnerships and provide thought leadership.
• Ability to architect and drive change
• Ability to lead in a global, matrixed environment
• A flexible team player with a proven ability to work successfully in a matrix reporting environment.
• Proven ability to build strong working relationships, internal and external to the organization.