Chapter 5

Job Analysis and job

description
 Job Analysis definition
It is a technical procedure used to define and collect data

about duties, responsibilities, and accountabilities of a job.

Types of Information Collected
Work
activities( tasks)

Human Human
requirements behaviors
Information
Collected Via
Job Analysis Machines, tools,
Working conditions
and work schedules equipment, and
work aids

Performance
standards
Methods for Collecting Job Analysis Information
There are various ways to collect information on a job’s duties, responsibilities, and
activities.

In practice, you could use any one of them, or the best is to combine several. The
basic rule is to use those that best fit your purpose.

Methods for Collecting Job Analysis Information

Individual Group interview

observations questionnaires The internet
Interviews

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Interviews
Individual interview :
The job analyst and supervisor should work together

The analyst asks the worker to list his duties in order of

importance .
After completing the interview, the supervisor reviews and
verifies the data.
Group interview
It is preferred when all employees do the same job with the
same tasks.
Disadvantages of interviews
May employees give distorted information
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 Questionnaires
Have employees fill out questionnaires to describe duties and
responsibilities related to their job.

Advantages
Quick , efficient and cost- effective way to gather information
from large numbers of employees.

Disadvantages
Expense and time consuming in preparing and testing the
questionnaire

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The internet
Advantages

Collects information in a standardized format from geographically

dispersed workers.

Requires less time than face-to-face interviews

Collects information with minimal intervention

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Uses of Job Analysis Information
Job discerption
and job
specification

Compensation Recruiting
Information
Collected via
Job Analysis
Job evaluation Training

Performance
appraisal
 FIGURE 4–1 Uses of Job Analysis Information

Recruiting :Job analysis provides HRM with information related to

the desired human characteristics needed to effectively Recruit
and Select individuals for jobs.

Compensating : Job analysis provides HRM with information

related to Compensation factors such as education,
experience, skills safety, risks, degree of responsibility, and so
on. Based on these factors salaries and wages can be
determined.

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 FIGURE 4–1 Uses of Job Analysis Information

Training : Job analysis provides HRM with information related to

duties and skills of the job which are required for proper Training
of employees.

Appraising: job analysis provides HRM with information

related to job’s performance standards. That can help it to
conduct Performance Appraisal.

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1- Job Descriptions
 It is a written statement of what the job holder does, how it is

done, under what conditions it is done, and why it is done.

 It describes the job to potential candidates and guides them

in what they are specifically expected to do

 It provides a point of comparison in appraising whether the

actual activities of a job candidate align with the state's duties.

2- Job Specifications
 It states the minimum acceptable qualifications

(knowledge, skills, education, experience, and abilities)

that the candidate must posses to perform the job
effectively.
 Job Specifications
“What human skills and
experience are required to
do this job well?”

Experience knowledge, Skills and

Educations
training Abilities

It shows what kind of person to recruit

and for what qualities you should test that person.

The job specification may be a section of the job description, or a separate

document
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 Accountant job description
Job title: Accountant
The department: Department of Accounting

Job summary:
 Prepares the budget, final account of the organization, and
financial reports.

Job duties and responsibilities:

Prepares the estimated budget for the institution
Prepares the final accounts
Prepares the financial reports
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 Accountant- job description
Performance Standards
• 4 financial reports per year without any errors
• An accurate estimated budget that matches the required needs of
departments
work's relationships :
• In constant contact with all departments within the organization
to determine the estimated budget for each department
working conditions
• It works under normal conditions
Job specification
• Education: Bachelor of Commerce: major- Accounting
• Experience: 2 years or without
• Skills: English language – software programs in accounting
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3- Job Evaluations
 Information that makes comparison between jobs.

 It explains the relative value of each job in the organization.

 Helps in having an equitable compensation administration.