Job Descriptions(JDs) are one of the most important components of the staffing process. It is therefore essential to take the sufficient time to craft the most compelling Job descriptions for the different positions in the organization.This is even more important when posting job advertisements.
What are the key sections in a Job Description?
A specific Job Title
The Job title should be specific enough using key phrases that can be easily understood by the applicant.
For example Monitoring and Evaluation Officer, Research Assistant, Program Associate
A high-level summary of the main duties/tasks.
What do the day-to-day activities of the employee look like? Who does the employee directly report to? A Job description needs to outline clearly what the expectations in terms of core duties and responsibilities. The task should be precisely described using action verbs such as coordinates, develops, supervises, etc. depending on the position.
Performing all logistical arrangements in the organization
Preparing periodic financial reports
A description of the required skills, experiences and competencies
How many years of experience are required? Which hard skills and soft skills is the potential employee expected to possess?
Skills are the expertise or activities the employee is expected to perform as part of the job, whereas competencies are traits or attributes that the employee is expected to display.
A minimum of three years’ experience in a similar role
Possess excellent writing and communication skills
Competency in effectively working in a multi-cultural setting
A description of the company values
Every organization has a well-defined vision, mission, and core values. It is essential for the Job Description to define the company values which makes sure that the staff duties and the potential staff are aligned with the company’s vision.
The company’s objective is geared towards promoting social change and transforming communities
The company values professionalism and ethical leadership
A detailed list of special requirements or physical minimum requirements
Some positions require special skills or minimum physical requirements. These should be clearly indicated in the Job descriptions in order to minimize the number of unqualified applicants.
At least 21 years of age
Minimum height of 160 cm
Physically fit for the role
As a hiring manager, you have managed to make the best Job descriptions for the vacant positions, how is the JD important after the advertisement?
Job Descriptions can be used to form the foundation of the interview questions
In order to realize the match between a candidate’s set skills and the organization needs, the hiring managers should set the interview questions based on the Job description.
Job descriptions can be used to develop compensation plans
Determining compensations (salaries, wages, benefits) can be a hard task for any management. However, a job description helps to ensure that the compensation reflects the level of qualification and responsibility bestowed on the employee. On the other hand, an employee can also use the Job description to negotiate for the salary or a pay-rise.
Job descriptions can be used to decide the areas of training and development
Since the Job descriptions outline the roles and responsibilities as well as the company values, they can be used as the focus when conducting orientations, training, and development. This will ensure that the staff is assimilated into the company’s culture from the beginning. Not only that, in the case where the employee does not meet the expectations after employment, a Job description can be used as a good reminder.
Job Descriptions are a crucial measure of Performance Management
Performance Management is an essential requirement in all sectors. By having a well-detailed Job Description, employers easily communicate the Key Performance Indicators (KPIs) and hence ensuring effective performance Management.