Human Resource Management

Lecture Slides # 3

Job Analysis
Job Description
Job Specification

BS (Hons) Management Semester 5

Anwar Khurshid

October 4, 2023

1
 Learning Objectives
After completing this lecture, you will be able to:
Define job analysis.
Understand the basic steps in a Job analysis.
Identify the major methods of collecting Job
analysis data.
Recognize the major elements of job
descriptions.
Explain how to prepare job descriptions and job
specification.
 What is a Job?
A job may be defined as a
“collection of tasks, duties and
responsibilities which as a whole,
are regarded as a regular
assignment to individual
employees.”
 Job Analysis Defined
Job analysis is the process of studying
and collecting information relating to the
operations, duties and responsibilities of a
specific job.
The immediate products of the job
analysis are job description and job
specification.
 Goals of Job Analysis
The initial objective of a job analysis is
to decide whether the job under study
is really required for the organization.
Overall, a job analysis seeks to gather
information about the job under two
broad categories:
Job Description
Primary job requirements
Job Specification
KSA: Knowledge, Skills and Abilities (Attitudes)
Goals of Job Analysis
Six Steps in Job Analysis Process
Methods for Collecting Job
Analysis Data
Participant Diary/Logs
Interview
Critical Incidents
Technical Conference Method
Job Performance
Functional Job Analysis
Observation Method
Questionnaires
Suggestions for the Job Analyst
The following suggestions will simplify your task of
conducting job analysis:
Introduce yourself: Let the worker know who you are
and why you are there;
Show a sincere interest in the worker and the job
that is analyzed;
Do not try to tell the employee how to do his job;
Try to talk to the employee and supervisors in their
own language;
Verify the job information obtained for completeness
and accuracy.
 Job Description
A Job description is a written statement of
duties and responsibilities of a specific job,
what the job holder actually does, how he or
she does it, and under what conditions the
job is performed.
It is concerned with the job itself and not
with the job holders.
It is a statement describing the job in such
terms as its title, location, duties, working
conditions and hazards.
 Writing Job Description (JD)
While there is no standard format for writing
JD, most JDs contain at least sections on:
Job Identification
Job Summary
Duties and Responsibilities
Relation to Other Jobs
Machine, tools and equipment
Working Conditions
Social Environment
Example of a Job Description
 Job Specification
• The job specification states the minimum
acceptable qualifications that the job holder
must possess to perform the job successfully.
• The job specification identifies the
Knowledge, Skills, and Abilities (KSA) needed
to do the job effectively.
• It keeps the selector’s attention on the list of
qualifications necessary for a worker to
perform the job and assists in determining
whether candidates are qualified.
 Job Specification
A Job Specification should include:
• Education and experience requirement
• Physical characteristics, which include health, strength,
endurance, vision, voice, eye, hand and foot co-ordination,etc..
• Psychological and social characteristics such as emotional
stability, flexibility, decision making ability, analytical view,
mental ability, pleasing manners, initiative, conversational ability
etc.
• Mental Characteristics such as general intelligence, memory,
judgement, ability to concentrate, foresight etc.
• Personal Characteristics such as sex, education, family
background, job experience, hobbies, extracurricular activities
etc.