2.2. Job Analysis

Construction Management Chair
Human Resource Management in Construction

Chapter 2
Matching HR Needs and People
Topic 3:-Job Analysis and Design
Sisay A.
Saturday, April 6, 2024
Contents
2
Job Analysis
1. Introduction
2. Purpose of Job Analysis
3. Steps in Job Analysis
4. Information for Job Analysis
5. Job description
6. Job specification
7. Job performance standard
AAU, EiABC, Human Resource Management, Lecture notes, Sisay A.. Saturday, April 6, 2024
1. Introduction
3 1.1 Job: Definition
 A job, or occupation, is a person's role in society. More specifically, a job is an
activity, often regular and often performed in exchange for payment ("for a
living").
 Many people have multiple jobs (e.g., parent, homemaker, and employee).
 A person can begin a job by becoming an employee, volunteering , starting a
business, or becoming a parent.
 The duration of a job may range from temporary (e.g., hourly odd jobs) to a
lifetime (e.g., judges).
 An activity that requires a person's mental or physical effort is work (as in "a
day's work").
 If a person is trained for a certain type of job, they may have a profession.
1. Introduction Types of jobs
 Jobs can be categorized, by the hours per week, into full time or part
time.
 They can be categorized as temporary, odd jobs , seasonal, self-
employment...
 Jobs can be categorized as paid or unpaid. Examples of unpaid jobs
include volunteer, homemaker, mentor, student, and sometimes intern.
 Jobs can be categorized by the level of experience required: entry level,
intern, and co-op.
 Some jobs require specific training or an academics degree.
 Moonlighting is the practice of holding an additional job or jobs, often at
night, in addition to one's main job, usually to earn extra income.
 A person who moonlights may have little time left for sleep or leisure
activities.
AAU, EiABC, Human Resource Management, Lecture notes, Sisay A..

1. Introduction
1.15Job: Definition
 Job may be defined as an assignment of work calling for a set
of duties, responsibilities & conditions that are different from
those of other work assignments.
JOB ANALYSIS
JOB VARIABLES JOB DESIGN
JOB DESCRIPTION
JOB SPECIFICATION
JOB EVALUATION
JOB ENRICHMENT
JOB ENLARGEMENT
JOB ROTATION
1. Introduction Job analysis
 Job analysis (also known as work analysis) is a family of
procedures to identify the content of a job in terms of activities
involved & attributes or job requirements needed to perform
the activities.
 Job analysis provides information of organizations which helps to
determine which employees are best fit for specific jobs.
 Through job analysis, the analyst needs to understand what the
important tasks of the job are, how they are carried out, & the necessary
human qualities needed to complete the job successfully.
 The process of job analysis involves the analyst describing the duties
of the incumbent, then the nature & conditions of work, and finally some
basic qualifications.

7  The measure of a sound job analysis is a valid task list.
 Job analysis is crucial for first, helping individuals develop their
careers, and also for helping organizations develop their
employees in order to maximize talent.
 The outcomes of job analysis are key influences in designing
learning, developing performance interventions, & improving
processes.
 The application of job analysis techniques makes the implicit
assumption that information about a job as it presently exists may
be used to develop programs to recruit, select, train, & appraise
people for the job as it will exist in the future
1.2 What
8 is Job Analysis
 Job Analysis is the systematic method of jobs study to identify:
 observable work activities,
 tasks,
 working conditions to perform the job, and
 responsibilities associated with a particular job or group of jobs.
 Provides a basis for decision making.
 Is used to help organizations cope with change.
 It also depicts the job worth i.e. measurable effectiveness of the
job and contribution of job to the organization.
 It concentrates on what job holders are expected to do.
9
1.2 What is Job Analysis

 Job analysis is the process whereby jobs are
investigated in sufficient detail to enable:
 recruitment of people; and
 assessment of the performance of people who are
already working.
10
1.3 Importance of Job Analysis
 Job analysis helps in:
 analyzing the resources; and
 establishing the strategies to accomplish the business
goals and strategic objectives.
 It forms the basis for:
 demand-supply analysis,
 recruitments,
 compensation management,
 training need assessment, and
 performance appraisal.
1. Introduction
11 1.4 Components of Job Analysis
Job Position:
 Designation of the job and employee in the organization.
 Level of the job in the organization.
Job Description:
 Requirements an organization looks for a particular job
position.
 Key skill requirements, the level of experience needed, level of
education required.
 Roles and responsibilities attached with the job position.
Job Worth:
 Job worthiness i.e. how much the job contributes to the
organization.
 Roles and responsibilities helps in determining the outcome
from the job profile.
12
 The purpose of Job Analysis is to establish and

document the 'job relatedness' of employment
procedures.
 Purposes of job analysis is used to identify:
Job description and specification;
Recruitment and Selection;
Job evaluation;
Job design;
Performance Appraisal and Compensation;
Training; and
Compliance with labor law.
13
2.1 Purpose of job analysis in Selection & Recruitment
 Job duties that should be included in advertisements
of vacant positions.
 Appropriate salary level for the position: to determine
what salary should be offered to a candidate.
 Minimum requirements (Education and/or Experience)
for screening applicants.
 Selection Tests/Instruments (e.g., written tests; oral
tests; job simulations, Lab. test…).
 Orientation materials for applicants/new hires.
14
2.2 Purpose of job analysis in Job evaluation
 Judges relative importance of jobs in an organization.
 Sets fair compensation rates.
2.3 Purpose of job analysis in Job design
 Reduce personnel costs, streamline work processes.
 Increase productivity and employee empowerment.
 Enhance job satisfaction and provide greater scheduling
flexibility for the employee.
 Simplify job with too many disparate activities.
 Identifies what must be performed, how it will be performed, where it is
to be performed and who will perform it.
2.415Purpose of job analysis in Compensation and Benefits
 Skill levels.
 Work environment (e.g., hazards; attention; physical effort).
 Responsibilities (e.g., fiscal; supervisory).
 Required level of education (indirectly related to salary level).
2.5 Importance of job analysis in Performance Appraisal
 Goals and objectives.
 Performance standards.
 Evaluation criteria.
 Length of probationary periods.
 Duties to be evaluated.
2.6 Importance
16
of job analysis in Training and development:
 Training content.
 Assessment tests to measure effectiveness of training.
 Equipment to be used in delivering the training.
 Methods of training (i.e., small group, computer-based, video,
classroom…).
2.7 Importance of Job analysis to increase productivity
 Job analysis can use methods of time and motion study analysis in
order to know time and motion for job.
 Job analysis also identify performance criteria so that it promote
worker for best performance.
2.8 Importance of job analysis in Compliance with labor law
 Identify requirements in compliance with labor law.
 EEO (Equal Employment Opportunity) compliance.
17
Step 1: Identify Job and Review Existing Documents
 The first step in job analysis is to identify the jobs under review
such as: existing job descriptions, organization charts, previous
job analysis information, and other
industry related sources.
 In this phase, those who will be involved in conducting the job
analysis are determined and the methods that will be used are
specified.
Step
18 2: Explain the Process to Managers and Employees
 The second step is to explain the process to managers and

affected employees.
 Items to be covered often include: the purpose of the job
analysis; the steps involved, the time schedule; how managers
and employees will participate; who is doing the analysis; and
whom to contact when questions arise.
19
Step 3: Conduct the Job Analysis
 The next step is the collection of information for job analysis
using different methods such as observation, questionnaire,
interview etc.
20
Step 4: Prepare Job Descriptions and Specifications
 On the basis of the collected job analysis
information, descriptions and specifications are drafted for each
job under review.
 The drafts are then sent to appropriate managers and employees
for their review/decision.
21
Step 5: Maintain and Update Job Descriptions and
Specifications
 Once job descriptions and specifications are completed and
reviewed with all appropriate individuals, a system must be
developed for keeping them current (updated).
 Otherwise, the entire process, beginning with a job
analysis, may have to be repeated.
22
Job Analysis Flow
23
 Information about jobs can be gathered in several ways:
 Observation,
 Interviewing,
 Questionnaires,
 Performance evaluation,
 Diaries, and
 Combination of these methods frequently are used, depending
on the situation and the organization.
24
4.1 Observation
 In observation, a manager, job analyst, or observes
the individual performing the job and takes notes to
describe the tasks and duties performed.
25
4.2 Interviewing
 The interview method of gathering information requires that a
manager, or HR specialist, visit each job site and talk with the
employees performing each job.
 A structured interview form is used most often to record the
information .
 Both the employee and the employee's supervisor must be interviewed
to obtain a complete understanding of the job.
 For certain difficult to define jobs, group interviews may be used.
 The interview method may be time consuming and expensive,
especially if the interviewer talks with two or three employees doing
the same job.
26
4.3 Questionnaire
 The questionnaire is a widely used method of gathering data on
jobs.
 A survey instrument is developed and given to employees and
managers to complete.
27
4.4 Panel of Experts
 It is expensive and time consuming.
 Panel consist senior and immediate supervisors.
 Interview with group.
 Benefit: clarification of expected job duties among the worker
and supervisors who are in jury.
28
4.5 Employees Log or Diary
 Worker periodically summarize their task and activities in the
log.
 If entries are made over the entire job cycle, the diary can be
quite accurate.
4.6 29Combination
 Since each method is faulty, analyst often rely on combination.
 Two or more techniques can be used.
30
4.7 Application of job analysis information (Out come of job analysis)
Job Job
Descriptions Specifications
 Job Analysis
 Information
Job
Job
Performance
Design
Standards
5. Job Description
 31 A job description is a written statement of the duties,
responsibilities, required qualifications and reporting
relationships of a particular job.
 The job description is based on information obtained through
job analysis.
 Job description acts as an important resource for:
 Describing the job to potential candidates;
 Guiding newly hired employees in what they are specifically
expected to do; and
 Providing a point of comparison in appraising whether the
actual duties align with the stated duties.
5. Job Description
32
Job Description Components Job Title
Job Description
1. Title. Job Identification

2. Statement.
3. Essential Functions.
1. XXX
2. XXX
3. XXX
4. XXX
Job Summary
4. Specifications.
1. XXX
2. XXX
3. XXX
4. XXX
Responsibilities and
duties
Working Condition
5. Job Description
33
5.1 Job Title
 Indicates job duties and organizational level.
 It specifies title of job like, Project manager, Site engineer etc.
5.2 Job Identification

 Distinguishes job from all other jobs.
 Contain several type of information.
 Job status section permits quick identification of the exempt or
non exempt status of job.
 The date at which description written, the name of a person who
wrote it and name of a person who approved it.
 The immediate supervisor title is some times also shown in
identification section.
5. Job Description
5.3 Job
34
summary
 Describes general nature of job, listing only major function and
activities.
 For example, Project manager plans, organize , direct and
coordinates the over all activities of the project.
5.4 Responsibilities and duties
 List of major responsibilities and duties.
 All major duties should be separately and described in few
sentences.
 Example: Establishes goals, develop plans and programs,
communicates with headquarter etc.
5. Job Description
35
Example: Job Description
JOB TITLE:_____ OCCUPATIONAL CODE: ________
REPORTS TO:___ JOB NO. : ___________________
SUPERVISES:___ GRADE LEVEL: _______________
AS OF DATE :_________
FUNCTIONS:
_____________________________________________________________________________
_________________________
DUTIES AND RESPONSIBILITIES:

_____________________________________________________________________________
_________________________
JOB CHARACTERISTICS:
_____________________________________________________________________________
_________________________
5. Job Description
Sample
36
Job Description
Position Title: D/General Manager Job Code: 1224-11
Incumbent: Mr. X Level: Z
Effective Date: 30 December 2011
Reports to: General Manager, Head quarter
Approved by: Mr. Y
Position Statement:
 The Deputy General Manager is accountable for supervising the
planning, administration and review of the acquisition,
development the organization and managing all the activities of
project under the firm in all locations.
6. Job Specification
37
 Job specifications specify the minimum acceptable
qualifications required by the individual to perform
the task efficiently.
 Based on the information obtained from the job
analysis procedures, job specification identifies the
qualifications, appropriate skills, knowledge, and
abilities and experiences required to perform the job.
 Job specification is an important tool in the selection
process as it keeps the attention of the selector on the
necessary qualifications required for that job.
38
Example: Job Specification
JOB TITLE: __________________________

EDUCATION: _________________________
PHYSICAL HEALTH:
_____________________________________________________________________
___________________________________________________
MENTAL ABILITIES: ____________________________________________
SPECIAL ABILITIES: ____________________________________________
PREVIOUS WORK EXPERIENCE:
_____________________________________________________________________
___________________________________________________
SPECIAL KNOWLEDGE & SKILLS: _______________________________
OTHER: ________________________________________________________
39
Example: Job Specification
 Bachelor degree or higher qualification in civil
engineering or related fields:
 10 years of relevant experience at least 5 years on
managerial experience, in civil works projects;
 Demonstrated leadership and team skills;
 Ability to motivate team members;
 Good communication skills; and
 Willingness to learn new skills.

7. Job Performance Standard
40
 These standard serve two functions:
First:
 They become target for employee’s effort, the challenge or pride
in meeting objectives may motivate employees.
 Once standards are met employees get sense of
accomplishment and achievement.
 Without standards employee performance may suffer.
Second:
 Standards are criteria against which job success are measured.
 When measured performance stray from the job standard, HR
expert or line managers intervene (come between) and take
corrective action.
41

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Construction Management Chair

Human Resource Management in Construction

AAU, EiABC, Human Resource Management, Lecture notes, Sisay A..

JOB VARIABLES JOB DESIGN

AAU, EiABC, Human Resource Management, Lecture notes, Sisay A..

1.2 What is Job Analysis

 The purpose of Job Analysis is to establish and

 The second step is to explain the process to managers and

1. Title. Job Identification

5.2 Job Identification

DUTIES AND RESPONSIBILITIES:

JOB TITLE: __________________________

AAU, EiABC, Human Resource Management, Lecture notes, Sisay A..

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