Hrm Written Report

Position Description and Job Analysis
Introduction
This report aims to provide an overview of the job analysis process

and the development of position descriptions within the organization. Job
analysis serves as the foundation for creating accurate and
comprehensive position descriptions, which are essential for effective
HR management and organizational success, while position description
provide foundation for HR processes that ultimately contribute to the
success and effectiveness of the organization.
Position Description
Position description as a “group of duties and responsibilities which

require the services of an employee on a part-time or full-time basis”. A
position description is a structured document assigning work to a given
position as it is expected to be performed after customary orientation
and training. It will tell the reader what the worker is responsible for
doing, and how it relates to other positions within and outside the work
unit. The position description should accurately and completely describe
the permanent duties and responsibilities that are assigned and
performed. Position description are not intended to cover every kind of
work assignment a position may have. Rather, they cover those
assignments which are predominant, permanent and recurring.
A position description describes the purpose or objective of a role,
the list of tasks performed by the role holder, and a description of how,
and under what conditions the person performs the job.
Position description are necessary documents which affect

employee’s positions in a multitude of areas, including: assignment of
duties, classification of the position, identification of training and
development needs and exam development, organization and planning
of the work unit, and the establishment of performance evaluation goals
and standards.
Key components typically included in a position description:
1. Job Title: The title of the position, which should accurately reflect
the nature and level of the role within the organization’s hierarchy.
2. Job Summary Objective: A brief overview of the primary
purpose and objectives of the position. This section outlines the
key functions and goals of the role.
3. Key Responsibilities: A detailed list of the main duties and tasks
associated with the position. This section provides clarity on what
is expected from the employee in terms of job performance.
4. Qualification and Requirements: Specifies the education,
experience, skills, certificate, and other qualifications necessary to
perform the job successfully. This may include both mandatory
requirements and preferred qualifications.
5. Reporting Relationships: Describes the reporting structure for
the position, including the supervisor’s title and any direct reports
or teams the position may oversee.
6. Working Conditions: Provides information about the work
environment, including factors such as physical demands, travel
requirements, and any special conditions or hazards associated
with a job.
7. Salary and Benefits: Optionally, the position description may
include details about salary range, benefits package, and other
compensation-related information.
8. Career Path and Advancement Opportunities: Some
organizations include information about potential career growth
paths and opportunities for advancement within the position
description.
Position descriptions serve several important purposes within an

organization:
 Recruitment and Hiring: They help attract suitable candidates by

providing clear expectations and requirements for the role.
 Performance Management: They serve as a basis for setting
performance expectations and evaluating employee performance.
 Training and Development: They guide the development of
training programs by identifying the skills and competencies
required for the job.
 Legal Compliance: They ensure compliance with labor laws and
regulations by accurately documenting job requirements and
responsibilities.
Job analysis
Job analysis is a procedure for determining the duties and skill
requirements of a job and the kind of person should be hired for it.
According to Scott, Clother and Spriegel “job analysis is the process of
critically evaluating the operations, duties and responsibilities of the job”.
In the word of Yoder,” job analysis is the process by which the

facts with respect to each job are systematically discovered and noted”.
Thus, job analysis is a process of collecting information about the job.
Job analysis is a systematic process used to gather, document, and
analyze information about a job. It involves examining the duties,
responsibilities, tasks, and requirements of a particular job. The main
purpose of job analysis is to provide a detailed understanding of what a
job entails, which can then be used for various HR functions such as
recruitment, selection, training, performance appraisal, and
compensation.
Job analysis is essential for organizational effectiveness and

efficiency. It helps ensure that the right people are placed in the right
positions, improves communication between employees and
management regarding job expectations and provides a basis for
performance appraisal, training, and career development initiatives.
Additionally, job analysis can help organizations comply with legal and
regulatory requirements related to equal employment opportunity and
fair labor practices.
The process of job analysis typically includes several steps:
1. Identifying the Purpose: Determining why the job analysis is

being conducted and what information is needed.
2. Data Collection: Gathering information about the job through
methods such as interviews, questionnaires, observations, and
reviewing job descriptions, and performance records.
3. Job Description: Documenting the key elements of the job,
including its title, duties, responsibilities, qualifications, and
reporting relationships.
4. Job Specification: Identifying the knowledge, skills, abilities,
and other characteristics required to perform the job effectively.
5. Job Evaluation: Assessing the relative worth of the job within
the organization, often in terms of factors like complexity,
responsibility, and skills required.
6. Feedback and Validation: Reviewing the job analysis with
incumbents, supervisors, and other stakeholders to ensure
accuracy and relevance.
Benefits of job analysis include:
 Effective Recruitment and Selection: Helps in designing job

descriptions and specifications that attract suitable candidates.
 Training and Development: Identifies skill gaps and training
needs for employees to perform their jobs effectively.
 Performance Management: Provides clear criteria for evaluating
employee performance.
 Compensation Management: Assist in determining fair and
competitive compensation for employees based on job
requirements and responsibilities.
References:
 Society for Human Resource Management (SHRM). “Job Analysis
& Design.” Accessed January 2024.
 U.S. Office of Personnel Management. “Position Descriptions.

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Position Description and Job Analysis

This report aims to provide an overview of the job analysis process

Position description as a “group of duties and responsibilities which

Position description are necessary documents which affect

Key components typically included in a position description:

Position descriptions serve several important purposes within an

 Recruitment and Hiring: They help attract suitable candidates by

In the word of Yoder,” job analysis is the process by which the

Job analysis is essential for organizational effectiveness and

The process of job analysis typically includes several steps:

1. Identifying the Purpose: Determining why the job analysis is

Benefits of job analysis include:

 Effective Recruitment and Selection: Helps in designing job

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