Person Job Fit

Job Profiling

Major dimensions

– Job Analysis– Job Descriptions– Job Specifications

Job Profiling

A basic unit of organizational performance.

Job consists of:• Content factors (internal): task, duties, behavior,

authority, output, performance standards

• Context factors (external): equipment, physical/social work condition, work schedule, organizational context

• Human requirements (quality): knowledge, skills & experience, personal attributes

Job

Job Analysis

Process of gathering, recording and interpreting information about the content, context and human requirements of a job that differentiates it from other jobs for the purpose of making certain judgement about the job and its place in the overall organizational context.

Information Requirements

– Job identification– Relationships & interactions with others– Work activities & requirements – Human behaviors– Machines, tools, equipment & work aids– Performance standards– Job context or work conditions– Human requirements or competencies

Uses of Job Analysis

Job Analysis

Job Description &

Job Specification

Recruitment &Selection Decisions

Performance Appraisal

Job EvaluationWage & Salary

Decisions

Training Requirements

JA OutputsJob description

A statement defining the job’s nature and scope and work requirements (e.g. duties, responsibilities, reporting relationships, authority)

Job specification

A statement defining the human requirements of the job for its effective performance (e.g. skills, education, personal attributes).

Sometimes, job description and job specification may be integrated into one.

Uses of JA Information

• Recruitment and selection

• Compensation

• Performance Appraisal

• Training

Steps in Job Analysis

1. Decide how to use the information

2. Review relevant background information

3. Select representative positions

4. Conduct the analysis

5. Verify with the worker and supervisor

6. Develop a job description and job specification

Dimensions of JA Methods

Type of job analysis information– Task oriented– Person oriented

Form of job information– Qualitative– Quantitative

Methods of collecting information

– Interview– Questionnaire– Observation– Participant diary/logs– Quantitative techniques– Multiple source of information

Critical Issues of Job Analysis

• Behavioral aspects (employees’ concerns)

• Legal aspects

• Acceptability and cost

Critical Issues of Job Analysis

Reliability (consistency of measurement)• Test - retest/ repeated measure• Inter- rater• Inter- sample

Validity (accuracy of measurement)• Expert opinions • Multiple convergence

Job Descriptions (JD)

1. Job identification including job purpose/ summary

2. Job contents

3. Working conditions and physical environment

Job Identification

• Position title

• Grade/ level

• Job code

• Service group

• Department/ unit

• Location

• Reports to• Supervises• Relations• Job purpose/

summary

Job Contents

• Responsibilities and duties• Authority• Key result area (KRA)• Performance standards/ indicators

Responsibilities and Duties

• Performs what action? (plural action verb)• To whom or what? (object of the verb)• To produce what? (expected output)

Examples• Establish marketing goals to ensure share of market.• Develop and administer performance appraisal program

for accurate and effective assessment of staff performance.

Authority

Defines the limits of job holder’s authority

– Spending authority– Rewarding and disciplining authority– Using or allocating authority– Demanding or acquiring authority

Performance Standards

Examples:Duty

– Develop and administer performance appraisal program

Indicators and standards– Completion of appraisal forms (95 percent employees

complete the firm two weeks before the end of the year)– Data availability for rewards and development decisions

(relevant performance data of all employees is available for decisions to the top management within two weeks of the new year)

Job Specification (JS)

A statement that describes the minimum acceptable qualifications that the incumbent (job-holder) must possess to perform the job successfully.

Based on the information acquired through job analysis, the job specification identifies the knowledge, skills, and abilities needed to do the job effectively

A Common Format for a Job Specification:– Education and training– Experiences– Skills (social skills, communication skills, etc)– Other psychological and physical attributes: e.g: creative, open-

minded, analytical, smart / pleasant looking, strong, etc.