Lecture 3 in Human Resources Management 15

HR Course

1. Recruitment and Selection

2. Course Framework
▪Section 1:
Organization Design and Structure
▪Section 2:
Job analysis, description and specification
▪Section 3:
Recruitment & Selection Process

3. Developing Job Description
Section 2

4. Developing Job Description
There is no standard format for writing the
job description, but there are common
components or sections, should be covered
while writing the job description.
What are those sections ?

5. Job Identification
Job Purpose
Relationships
Duties &
Responsibilities
Developing Job Description
Job Specification

6. It is a quick check –hand or introduction
about the job, contains certain information ,
as the following:
▪Job Title:Specifies the function performed, and
the name of job
For example
MarketingManager
Job Identification

7. Job Identification
Reporting channel: means to whom the job holder
should report.
Department
Location:means the location in which the job will
be performed, such as : main office, branch office,
factory, production line, state or zone …etc.
Job code:In case that each job in the organization
has a certain serial number or code
Job grade:the rank of this job according to the
grading system
Date & Approvals: on which the job description
was developed

8. Sample Job
Description,
Pearson
Education

9. Job Identification
Job Purpose
Relationships
Duties &
Responsibilities
Developing Job Description
Job Specification

10. Job Purpose
A brief describes the general nature
of the job and it includes only its
major functions or activities.

11. Examples of Job Purpose Sales and
Marketing
Executive
Applications
Designer
What does he
do?
To plan and carry
out
To Design
What does it
affect?
direct marketing
and sales
activities
Conceptual
technical design
for projects
Why does he
do it?
To maintain and
develop sales of
ABC machinery to
Egypt major
accounts.
To ensure designs
conform to agreed
company’s
standards.

12. Examples Of Job Purpose
▪Sales Manager:
Plan, organize and control selling operations in order
to achieve targeted sales turnover with reduced and
controlled overhead costs
▪Human Resource Manager:
Formulate and develop human resource policies and
procedures to ensure effective staff development,
recruitment and selection, reward practice and
benefits to support company goals and strategies
▪Plant Manager:
Plan and control overall plant operations so as to
ensure optimum production at desired quality level
within the targeted budgets

13. Job Identification
Job Purpose
Relationships
Duties &
Responsibilities
Developing Job Description
Job Specification

14. It reveals the job holder’s scope of relations
with other, however, internally or externally.
Internal relationships:reports to whom,
supervises who, works with who. ( inside the
organization)
External relationships:clients, governmental
institutions, suppliers, agencies, firms, sister
companies, …etc. (out side the organizations)
Relationships

15. Job Identification
Job Purpose
Relationships
Duties &
Responsibilities
Developing Job Description
Job Specification

16. Duties & Responsibilities
This section presents a list which reflects the
major tasks, activities , and responsibilities of
the job. This is done through listing all the job’s
tasks in order of importance, and giving a
percentage for each task based on time
consumption, frequency, priority …etc.
How to write professional & effective
Duties & Responsibilities ??

17. Duties & Responsibilities
To prepare JD you should:
▪Identify the main functions within the job.
▪Identify what end-results have to be produced to
achieve the main purpose of the job.

18. Duties & Responsibilities
Position Main Functions Duties for Specified
Function
Administrative
Assistant
▪Typing/Word
Processing
▪Correspondence
▪Public Contact
▪Conference
Coordination
▪Calendar
Management
▪Filing
•Conference Coordination
•Schedule & select
speakers for monthly
departmental seminars.
•Call speakers from
established lists.
•Confirm availability, and
determine event dates.

19. Example

20. Example

22. Duties & Responsibilities
What is
done
To what With what end result?
To check invoices to ensure that they
correspond with orders
received
To direct
and control
the staff of the
section
to ensure that they are
well motivated and trained
To prepare minutes of all
committee
meetings
to ensure that they provide
an accurate record of
discussions and resulting
decisions
The statements should be written in the following form:

23. Duties & Responsibilities
Example: Sales Manager
▪Ensure agreed sales targets are achieved through
consolidating present clients.
▪Identify new customers in order to meet the business
objectives of the organization.
Example: Production Manager
▪Ensure achievement of planned production targets to
meet customers’ expectations.
▪Evaluate and initiate new production processes so as
to ensure the optimum use of resources.

24. Job Identification
Job Purpose
Relationships
Duties &
Responsibilities
Developing Job Description
Job Specification

25. Job specifications
Is the last step in writing the job descriptions, and
it is simply the answer of the question “ which
human’s traits & skills are required to
perform this job accurately?”
Professionally, the following points should be
covered, to assure accurate job specifications

26. Job specifications
▪Age
▪Education
▪Post graduate degrees
▪Years of experience
▪Language capabilities
▪Computer skills
▪Equipment / machines operating skills
▪Physical demand (health conditions)
▪Mental capabilities ( analytical thinking –
conceptual thinking)
▪Interpersonal skills