DESIGNING THE JOB ANALYSIS, JOB DESCRIPTION & JOB SPECIFICATIONS

Strategic: Human Resource Management.Presented To: Sir Kamran Saeed

Presented By: Hassan Z.Agha (BBA-860)

Table of Contents:

About PakWheels.com --------------------------------------------------------------- 3

PakWheels.com Site Layout Screen Shot ----------------------------------------- 4

What is Job Title ----------------------------------------------------------------------- 5

What is Job Specification ------------------------------------------------------------ 5

Information contained in Job Specification ------------------------------------- 5

Purpose of Job Specification ------------------------------------------------------- 6

What is Job Description ------------------------------------------------------------- 6

What is Job Description (Continued) --------------------------------------------- 7

Job Analysis --------------------------------------------------------------------------- 8

Job Analysis (Continued) ---------------------------------------------------------- 9

Job Description of Sales Manager ------------------------------------------------ 10

Job Description of Sales Manager (Continued) -------------------------------- 11

Job Description of Sales Manager (Continued) -------------------------------- 12

Job Analysis of Sales Manager ---------------------------------------------------- 12

Job Analysis of Sales Manager (Continued) ------------------------------------ 13

General Responsibilities of the Sales Manager -------------------------------- 13

Sample Sales Manager Job Opening ---------------------------------------------- 14

Sample Sales Manger Job Opening Continued --------------------------------- 15

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PakWheels.com

PakWheels.com was formed in 2003 and has become the largest community based automobile website in Pakistan with more than 150,000+ registered car and motorcycle enthusiasts.

Around 20 Million+ pages are viewed on the site every month, with people searching classifieds, researching about brand new cars and motorcycles, discussing auto-related issues with other members, sharing information, pictures, videos, etc. By becoming a PakWheels.com member, you can Search from a huge pool of used car/bike listings and contact sellers.

Advertise your car for FREE and reach thousands of buyers! Research about brand new cars and motorcycles available in Pakistan.

Discuss car related issues with other community members. Join PakWheels.com today, it's absolutely FREE!

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What is Job Title?

A job title can describe the responsibilities of the position, the level of the job, or both. For example, job titles that include the terms executive, manager, director, chief, supervisor, etc. typically are used for management position job titles.

Other job titles reflect what the person does on the job e.g. chef, accountant, housekeeper, social media specialist, programmer, editorial manager, guest services coordinator, mechanic, etc.

What is Job Specification?

Also known as employee specifications, a job specification is a written statement of educational qualifications, specific qualities, level of experience, physical, emotional, technical and communication skills required to perform a job, responsibilities involved in a job and other unusual sensory demands. It also includes general health, mental health, intelligence, aptitude, memory, judgment, leadership skills, emotional ability, adaptability, flexibility, values and ethics, manners and creativity, etc.

Information contained in Job Specification

Job Specification contains or consists of the following information :-

• 1.Personal characteristics such as education, job experience, age, gender, extra curricular activities, etc.

• 2.Physical characteristics such as height, weight, vision, hearing, fitness, health, etc.

• 3.Mental characteristics such as general intelligence (IQ), memory, judgment, foresight, etc.

• 4.Social and Psychological characteristics such as emotional ability, flexibility, manners, creativity, group behavior, etc.

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Purpose of Job Specification

• Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not.

• It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening.

• Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more.

It helps in selecting the most appropriate candidate for a particular job.

Job Description and Job Specification are used for preparing the Job advertisements which are later published in Newspapers, on Internet, etc.

What is Job Description?

A job description is a list that a person might use for general tasks, or functions, and responsibilities of a position. It may often include to whom the position reports, specifications such as the qualifications or skills needed by the person in the job, or a salary range.

Job descriptions are usually narrative but some may instead comprise a simple list of competencies; for instance, strategic human resource planning methodologies may be used to develop a competency architecture for an organization, from which job descriptions are built as a shortlist of competencies.

A broad, general, and written statement of a specific job, based on the findings of a job analysis. It generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the job's title, and the name or designation of the person to whom the employee reports. Job description usually forms the basis of job specification.

Job descriptions improve an organization’s ability to manage people and roles in the following ways:

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1. Clarifies employer expectations for employee

2. Provides basis of measuring job performance

3. Provides clear description of role for job candidates

4. Provides a structure and discipline for company to understand and structure all jobs and ensure necessary activities, duties and responsibilities are covered by one job or another

5. Enables pay and grading systems to be structured fairly and logically

6. Prevents arbitrary interpretation of role content and limit by employee and employer and manager

7. Essential reference tool for discipline issues

8. Provides important reference points for training and development areas

9. Provides neutral and objective (as opposed to subjective or arbitrary) reference points for appraisals, performance reviews and counseling

10.Enables formulation of skill set and behavior set requirements per role

11.Enables organization to structure and manage roles in a uniform way, thus increasing efficiency and effectiveness of recruitment, training and development, organizational structure, work flow and activities, customer service, etc

12.Enables factual view (as opposed to instinctual) to be taken by employees and managers in career progression and succession planning

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What is Job Analysis?

Job Analysis plays an important role in recruitment and selection, job evaluation, job designing, deciding compensation and benefits packages, performance appraisal, analyzing training and development needs, assessing the worth of a job and increasing personnel as well as organizational productivity.

• Recruitment and Selection: Job Analysis helps in determining what kind of person is required to perform a particular job. It points out the educational qualifications, level of experience and technical, physical, emotional and personal skills required to carry out a job in desired fashion. The objective is to fit a right person at a right place.

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• Performance Analysis: Job analysis is done to check if goals and objectives of a particular job are met or not. It helps in deciding the performance standards, evaluation criteria and individual’s output. On this basis, the overall performance of an employee is measured and he or she is appraised accordingly.

• Training and Development: Job Analysis can be used to assess the training and development needs of employees. The difference between the expected and actual output determines the level of training that need to be imparted to employees. It also helps in deciding the training content, tools and equipment’s to be used to conduct training and methods of training.

• Compensation Management: Of course, job analysis plays a vital role in deciding the pay packages and extra perks and benefits and fixed and variable incentives of employees. After all, the pay package depends on the position, job title and duties and responsibilities involved in a job. The process guides HR managers in deciding the worth of an employee for a particular job opening.

• Job Designing and Redesigning: The main purpose of job analysis is to streamline the human efforts and get the best possible output. It helps in designing, redesigning, enriching, evaluating and also cutting back and adding the extra responsibilities in a particular job. This is done to enhance the employee satisfaction while increasing the human output.

Therefore, job analysis is one of the most important functions of an HR manager or department. This helps in fitting the right kind of talent at the right place and at the right time.

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Job Description for Sales ManagerKey tasks of Sales Manager

1. Set objectives.

Plan, organize, direct and control your sales staff to meet these

objectives.

Use these to help your salespeople maximize their potential.

At the beginning of each month, counsel with each salesperson to

establish realistic sales objectives for the month and action plan.

Establish a sales objective for the department each month and

submit it to the dealer.

Achieve forecasted sales by following (and, if necessary, adjusting)

your written plan of action.

Monitor each salesperson's daily performance and compare it with

that month's objective.

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Understand departmental financial data to determine what is

happening in your department. Review financial data that affects

your department's profit centers.

2. Coaching sales people.

Meet daily with salesman.

Offer them the coaching, counseling, advice, support, motivation or

information they need in order to help them meet their sales

objectives.

3. Manager sales department

Making every effort to maximize both present and long term sales and gross profits.

Keeping face-to-face contact with your sales people and you must stay current on financial data and inventory.

4. Maintain inventory control.

Review the entire inventory daily.

Be sure that each unit that is available for immediate delivery as soon

as possible, and select units for special displays

Maximize your merchandising efforts by seeing that units are attractive

and attention getting. Use effective displays, and select appropriate

options and accessories.

5. Supervise the sales floor.

Make sure your salespeople are doing everything they should be doing

to successfully sell your dealership's products.

Ensure that the sales floor operations functions smoothly.

6. Develop sales forces

Recruiting, hiring and training your people.

Developing the most well trained, professional sales force possible.

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7. Handle complaints from customer, sales agents.

Constructively handle (or supervise the handling of) all customer

complaints related to your department.

8. Conduct sales meetings.

Prepare in advance and conduct regular sales meetings.

Review the performance of your salespeople and to motivate and

stimulate them to even greater achievements.

9. Maintain a self-development program.

Constantly strive toward continuing professional growth.

Work to improve your sales skills, managerial skills, business skills and

product knowledge.

10. Involve in customer follow up.

Supervise the proper use of the Customer Log by each

salesperson.

Also review the Customer Log for trends that indicate where

additional assistance might be needed.

11.Assist salesman in the selling operation.

Assist your salespeople in selling by stimulating floor traffic.

Motivate them to perform well.

Assist them in the selling process whenever needed.

Job Analysis for Sales Manager

The Sales Manager

            The Sales Manager will be responsible for selling and managing stock

sales to customers. The Sales Manager will also be responsible in developing

and managing an effective sales team to successfully sell the products

produced by PakWheels.com, thereby maintaining and enhancing the

profitability of the company. The Sales Manager position is of considerable

importance to the company, and highly motivated, energetic, and

knowledgeable sales professional is required.

 Educational Background

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            The Sales Manager must be a degree holder in sales and marketing,

business administration or related filed in required. The Sales Manager must

come from a reputable university.

Knowledge

            Professional-level knowledge in sales and marketing is required of a

Sales Manager. The Sales Manager must be highly conversant, with pleasing

personality, self-motivated, and with effective leadership skills.

Experience

            Minimum of three years continuous professional sales experience is

required of a Sales Manager. The position entails that the Sales Manager

must have a proven record of results-oriented selling. The Sales Manager

must also have a wide experience in developing and managing effective sales

team. The Sales Manager must also have an excellent track record and

strong recommendations from his/her previous jobs.

Professional and Personal Skills

            The Sales Manager must be self-motivated and success-driven. The

job entails close cooperation with top management. The Sales Manager must

be willing to accept challenging work assignments and must be able to focus

on his/her work even in a challenging work environment. The Sales Manager

must possess systematic, resourceful, and innovative work behaviors.

            The Sales Manager must display courtesy at all times and must be

able to inspire harmony in the workplace. The candidate must be able to

relate and to build strong relationships with customers, suppliers, employees

and higher-level management. The Sales Manager must be presentable and

properly groomed. Moreover, excellent written and oral communication skills

is needed in order to perform his/her job.

General Responsibilities of a Sales Manager

            A Sales Manager is one of the key people in the organization with

direct connection with the external people (customers, suppliers) and internal

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people (employees). The Sales Manager is responsible for creating and

managing a successful sales program. The Sales Manager is also responsible

for creating and developing a highly effective sales team. The Sales Manager

will manage the sales team and will be the one to direct the goals and aims of

the team in accordance with the organizational objectives.

            The Sales Manager will work with various people including key clients,

top management and suppliers. The Sales Manager needs to be well

informed about the various activities and products of the organization. The

Sales Manager must be able to create and maintain a personal network that

will ultimately benefit the organization.

            The Sales Manager will also be responsible in managing the business

aspects of the sales department. This may include planning for sales,

budgeting, staffing, deployment of outside representative and reporting to the

top management. The Sales Manager is also responsible fort making an

annual sales plan and budgeting.

S A M P L E

Company: PakWheels.com

Job Title: Sales Manager

Reports to: General Manager

Job Description:

Coordinate sales distribution by establishing sales territories, quotas, and goals and establish training programs for sales representatives. Analyze sales statistics gathered by staff to determine sales potential and resource requirements and monitor the preferences of customers. Train, Develop and hire sales representatives in the Pakistan.

Reports to: General Manager Sales & Marketing

Based at: Main Bouelvard Gulberg, 3. Lahore.

Job purpose:

To plan and carry out direct sales activities, so as to maintain and develop sales of PW’s product range to major accounts, in accordance with agreed business plans.

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Job specification of Sales Manager.

1. 3 years of experience in sales management. 2. Experience with enterprise software solutions and large, complex

organizations. 3. Extensive experience in all aspects of Supplier Relationship

Management. 4. Proven track record in managing and directing a highly skilled,

motivated, successful and results-oriented sales force5. Strong leadership qualities with good communication and interpersonal

skills6. Strong understanding of customer and market dynamics and

requirements. 7. Willingness to travel and work in a global team of professionals.8. Proven leadership and ability to drive sales teams.9. Able to operate in a fast-paced and changing market environment

Key responsibilities and accountabilities:

1. Maintain and develop a computerized customer and prospect database, using SugarCRM.

2. Plan and carry out direct sales activities to agreed budgets, sales volumes, values, product mix and timescales.

3. Develop ideas and create offers for your team.4. Respond to and follow up sales enquiries by email, telephone, and

personal visits.5. Maintain and develop existing and new customers through planned

individual account support, and liaison with internal order-processing staff.

6. Monitor and report on activities and provide relevant management information.

7. Carry out market research, competitor and customer surveys.8. Maintain and report on equipment and software suitability for direct

marketing and sales reporting purposes.9. Liaise and attend meetings with other company functions necessary to

perform duties and aid business and organizational development.10.Manage the external marketing & marketing agency activities of

telemarketing and research.11.Attend training and to develop relevant knowledge and skills.

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