AIOU Solved Assignment Project Topic Job Specifications

AIOU Solved Assignment Project Topic Job Specifications

ACKNOWLEDGEMENTS

In the name of Almighty ALLAH, the most gracious, the most beneficent by the help of whom I am able to complete my assignment and accomplished all the difficult tasks relating to this assignment.

With a deep sense of gratitude, I extend my thanks to the teachers at the Department of Business Administration, Allama Iqbal Open University who provided me the opportunity through this assignment to learn practically.

Abstract

The above compensation and benefits package is quite justified with my dream job of HRM manager. The base salary and other allowances are justified as per my position in the organization and experience in the previous firm. I have a master’s degree in HRM along with a labor law certification and 3.5-year experience in a reputed firm as an HR manager. I have proved my skills and compatibility in the industry, which justifies this salary level. The indirect compensation is also as per the organizational rules and policies under the employee compensation laws, which is also justified in the position of the HR manager. Some other indirect compensation such as car facilities, and accommodation are some of the essential facilities, which are required for this job (Estreicher & Reilly, 2010). At the same time, in the US, organizations tend to offer this type of facility to senior managers to reduce stress levels and improve work efficiency. Flexibility is also required for this job as the HR manager has to consider various aspects in designing HR policies and procedures. So, the level of indirect compensation is also justified with my dream job. At my previous job, I also had the facility of accommodation and a car, and expect the same in my dream job. The non-financial compensation is also justified as it includes the growth opportunities, which are seen by everyone in their career. If the growth opportunities will not be there, the motivation level of an employee in any position can be declined.

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INTRODUCTION:

JOB SPECIFICATIONS

AIOU Solved Assignment Project Topic Job Specifications A job specification is an official document that describes the duties, required knowledge, skills, and abilities, and minimum qualifications of State jobs. A specification is not a job announcement and the existence of a specification does not imply that the State of Vermont is recruiting for that class.  Job specifications for some jobs are not available online, for example, the state does not maintain job specifications for jobs that are exempt from the classified service (exempt and temporary jobs). In addition, job specifications under review or in draft format will not be available online until a final version is approved by the classification division, the recruitment division, and in some cases the appropriate agency or department. To request revisions to an existing job, specification contacts the appropriate HR Administrator.

Importance of Job Specification

The importance and purpose of a job specification are a thorough understanding of the specific details of a job. Jobs can be of different types and can require a different skill set to get the maximum output from a particular. Job specification gives important details related to the job like education & skills, prior work experience, managerial experience, personality traits, etc. which would help an employee accomplish the objectives of a job. For a recruiter, job specification lays down the basis of the guidelines on which the company can recruit and select the best possible candidate who would be best suited for the job. Apart from actually finding the right candidate or employee, job specification can be used for screening of resumes & shortlist only those candidates who are the closest fit for the job. Hence, a job specification gives specific details about a job and what kind of skill sets are required to complete the job.

SUB-TOPICS:

Components of Job Specification

There are many parameters that are considered while giving the job specification for a certain profile.

1. Educational Qualification

This parameter gives an insight into how qualified a certain individual is. It covers their basic school education, graduation, master’s degree, other certifications, etc.

2. Experience

Job specification clearly highlights the experience required in a particular domain for completing a specific job. It includes work experience which can be from a specific industry, position, duration, or in a particular domain. Managerial experience in handling and managing a team can also be a job specification criteria required for a particular position

3. Skills & Knowledge

This is an important parameter in the job specification, especially with knowledge and skill-based profiles. The higher the position in a company, the more niche the skills become, and more is the knowledge required to perform the job. Skills like leadership, communication management, time management, team management, etc. are mentioned.

4. Personality traits and characteristics

The way in which a person behaves in a particular situation and handles complex problems, generic behavior, etc. are all covered in the characteristics of a job description. It also covers the emotional intelligence of a person i.e how strong or weak a person is emotionally

Job Specification Example

Here is a sample job specification, which is prepared for a marketing manager in a telecom company.

Education	Must be an engineer and MBA in marketing from a reputed MBA institute
Work experience	Must have prior work experience in marketing & sales (preferably telecom or FMCG)
Skills & Knowledge	1. Must be a good communicator and must be able to lead a team. 2. Prior experience in handling ATL-BTL activities and managing promotional events. 3. Must be able to handle social media like Facebook, and Twitter and help build an online brand 4. Experience in managing PR and media 5. Strong analytical skills and problem-solving skills 6. Must understand business, come up with innovative products and launch them
Personality Traits & Characteristics	1. Must be presentable and a good orator 2. Should be calm in complex situations and show leadership skills in managing multiple teams 3. Should be emotionally strong and should give timely deliverables

The above table is a sample of the job specifications. More specific details can also be put in to give a better understanding of the job.

Advantages of Job Specification

There are several benefits of having a comprehensive job specification. Some advantages are listed below:

1. Job specification highlights all the specific details required to perform the job at its best
2. It gives the HR managers a threshold and a framework on the basis on which they can identify the best prospects
3. Helps in the screening resumes and saves time when there are multiple applications by choosing those who are closest to the job specification
4. HR managers can use job specification as a benchmark to evaluate employees and give them the required trainings
5. It also helps companies during performance appraisal and promotions

Disadvantages of Job Specification

There are certain limitations of the job specification. Some of the disadvantages are mentioned below:

1. It is a time-consuming process as it has to be very thorough and complete
2. The job description is time-bound and changes with changing technology and changing knowledge & skill requirements
3. It can only give a framework of emotional characteristics and personality traits but cannot specify the experience or forecast complex issues is any

How to write a job specification or Job Spec?

Job specification is a blueprint for the recruitment and selection process. Thus, job specification has to be drafted very carefully. The HR manager working on job specifications should have the vision to collect information about the ideal candidate for the job. There are four components of job specification: Educational qualification, experience, skills and knowledge, characteristics, and personality traits.

Four Components of Job Spec

• Educational Qualification: This part covers the desired education of the candidate. Specific terms, such as graduate, and post-graduate can be used here. The stream of education should be mentioned, along with the necessary grades which are required. Many companies also provide notes in terms of over-qualification like- an MBA is not required or graduates should not apply in the job specification.
• Experience: Job specification should clearly highlight the required experience in a precise domain to perform the job. It includes details such as experience required in which industry, number of years of experience, position, and domain. For a higher job profile, managerial or team-handling experience is often required by the organization.
• Skills & Knowledge: This section explains the skills such as communication skills, leadership quality, team management, and many more which are necessary for the given job role. The term knowledge includes market knowledge, domain knowledge, and computer language knowledge based on the profile.
• Personality traits and characteristics: Here situational-based traits and characteristics are covered. The way the person should handle the complex situation in the organization, the generic behavior of the candidate is covered in this section. Emotional intelligence has also been given importance in this section of the job specification.

Steps to Write the Job Specification or Job Spec

Once you are aware of the four components of the job specification it becomes easy to write the draft for a particular job.

• Step I- Check the job role and decide the educational qualification required to perform the duty. One should check the nature of the job, its importance, and the background which will be helpful to work on the job.
• Step II- The job title and position provide a brief idea about the duration of experience required to perform the job. Once the experience of domain work is certain, one should look for other experience such as managerial, client handling, as a service provider, and grievances handling which are required for the long-term performance of the job.
• Step III- Along with the qualification and experience, there are certain skills that are essential to perform the assigned job duties. The skills and knowledge which are mentioned as mandatory in the job specification are often verified during the selection process by the HR department.
• Step IV- Situational intelligence, emotional stability, personality traits, and attributes should be mentioned in the job specification. It also includes general and mental health, aptitude, judgment, memory, adaptability, values flexibility, and ethics.
• Step V- Once all four components are well defined in the job specification, it is necessary to verify the job specification with the help of people working in the domain. Generally, the reporting manager of the profile approves the drafted job specification.
• Step VI- Once the job specification is approved it is circulated among the HR department to add it to the official documents.

Note: During the preparation of the job specification it is important to avoid discriminatory terms. One should not cover the personal aspects of the candidate such as race, sexual orientation, or civil partnership as a criterion in the job specification.

Purpose & objectives of job specification or Job Spec?

Job analysis is a process that provides the end result of the job specification. Detailed research on the job role gives an outcome of the exact type of candidate required for the job.

Purpose of Job Specification

• To help the candidates to analyze whether they are eligible to apply for a vacancy or not
• To help the recruiting team in the selection process of the candidate
• To document information about the job role and the skills required to complete the job
• To document the goals set for the job and the situational behavior expected from the employee working on the job.

It is extremely essential to create the right fit between the job and the talent. The job specification is key to achieving this right fit. The job specification is useful to both applicant and the organization.

Objectives of Job Specification

• To highlight the specific details essential to perform the task at its best
• To provide a framework for HR manager to identify the best prospects
• To help the recruitment team in screening the resumes of the applicant
• To verify the performance of the employee during appraisal and promotion

Job specification or Job Spec Example

Here is a sample job specification for a Marketing Manager in Service Industry. The sample provided here is only for understanding purposes, different companies can make changes in the job specification based on the need of the organization. The sample job specification is just an outline for the job specification which needs practical verification before implementing in the corporate world.

Example of Job Spec

Education	MBA in Marketing from Reputed B School, Gradation Stream preferably BBA, Bcom and B.E
Work Experience	2- 3 years of experience in Marketing in the Service Industry
Skills and Knowledge	Good Communication skill Team handling experience is a must Should be aware of the online marketing tools and techniques Management of PR events and media event Problem-solving attitude and highly committed to work Must be creative and have out-of-the-box thinking
Personality traits and characteristics	Candidate should be confident, pleasant personality, and have friendly nature Should be emotionally strong and has positive thinking Should be able to handle the work pressure and team Should be comfortable dealing with clients in high-profile situations

 

Practical study:

Job description for Case Study Writer at CSIP, Ashoka:

 University About Ashoka University: Ashoka University is a private, non-profit university. An unprecedented example of collective public philanthropy in India, it is a pioneer in its focus on the Liberal Arts. The University offers undergraduate and postgraduate programs across the humanities, social sciences, and fundamental natural sciences. The aim is to help students become well-rounded individuals who are able to think critically about issues from multiple perspectives, communicate effectively and go on to become ethical self-aware leaders with a commitment to public service. Ashoka has built collaborations with the University of Pennsylvania, the University of Michigan, Carleton College, King’s College London, Sciences Po, UC Berkeley, Trinity College Dublin, and Yale University. To learn more about Ashoka University visit http://ashoka.edu.in About the Centre for Social Impact and Philanthropy (CSIP): The University’s focus is on attracting the brightest students, putting them under the guidance of the most inspirational faculty, and developing a global reputation for innovative research. Faculty and students come from across the country, and the world, and Ashoka are committed to maintaining the highest intellectual and academic standards. Along with having a robust academic programme, the University is home to Centres of Excellence that address some critical areas of relevance to society, and India in particular. This includes the Centre for Social Impact and Philanthropy (CSIP), which aims at being the foremost Centre in India for research and capacity-building toward the critical advancement of social impact. Roles and Responsibilities: The Case Study Writer will develop two case studies. S/he should be able to work independently with minimum supervision. S/he will manage timelines, synthesize interviews, drafts, and deliverables; and be proficient at creating all case components (e.g., tables, charts, graphs).

 Project 1: Giving Tuesday: This project is to launch #GivingTuesday (#GT) in India with a robust portal that facilitates the participation of individual and institutional givers using a range of giving methods for offering their time, talent, voice, money, and treasures to verified tax-exempt NGOs of their choice using search and promote functionalities and tools. Anchored by GuideStar India with the support of #DaanUtsav, this will be an inclusive initiative open to all participants with a desire to give. #GT will be celebrated on Oct 3, 2017, during #DaanUtsav. Project 2: DATA project Digital Administration for Transparency and Accountability (DATA) is a project with GuideStar India and the Office of the Charities Commissioner, Maharashtra Govt to digitize all Public Charities in Maharashtra. Qualifications Advanced degree required. MBA, MSc in Social Work/Development or Ph.D. level work is preferred. Evidence of academic excellence. 2-5 years of relevant, independent research experience. The successful candidate must have a strong quantitative aptitude; be a strong writer; have good financial, analytical, and conceptual skills; work well independently and in an academic environment. Excellent communication, interpersonal, organization, research, analytical, writing, and editing skills are required. Diplomatic skills and comfort in interacting with prominent individuals. Strong skills related to the Microsoft Office Suite are expected. Compensation Competitive Location & Timeline Mumbai from 1st October to 31st December Deadline Urgent, but on a rolling basis. To Apply Please send your CV and 2 writing samples

SWOT ANALYSIS:

Strengths

Strengths describe what an organization excels at and what separates it from the competition: a strong brand, a loyal customer base, a strong balance sheet, unique technology, and so on. For example, a hedge fund may have developed a proprietary trading strategy that returns market-beating results. It must then decide how to use those results to attract new investors.

Weaknesses

Weaknesses stop an organization from performing at its optimum level. They are areas where the business needs to improve to remain competitive: a weak brand, higher-than-average turnover, high levels of debt, an inadequate supply chain, or lack of capital.

Opportunities

Opportunities refer to favorable external factors that could give an organization a competitive advantage. For example, if a country cuts tariffs, a car manufacturer can export its cars into a new market, increasing sales and market share.

Threats

Threats refer to factors that have the potential to harm an organization. For example, a drought is a threat to a wheat-producing company, as it may destroy or reduce crop yield. Other common threats include things like rising costs for materials, increasing competition, and tight labor supply. and so on.

SWOT Table

Strengths 1. What is our competitive advantage? 2. What resources do we have? 3. What products are performing well?	Weaknesses 1. Where can we improve? 2. What products are underperforming? 3. Where are we lacking resources?
Threats 1. What new regulations threaten operations? 2. What do our competitors do well? 3. What consumer trends threaten business?	Opportunities 1. What technology can we use to improve operations? 2. Can we expand our core operations? 3. What new market segments can we explore?

 

Job Description and Specification

 My dream job is to become the Human Resource Manager (HR Manager) in a reputed multinational organization. I want to work in the HR department so that I could interact with the employees directly and can contribute to increasing the effectiveness of the organization to manage its human resources more effectively and increase the organizational competitiveness in the industry (Sims, 2007). The job description for this dream job is as below, which provides tasks, roles, and responsibilities, which I am supposed to perform in this job: Table 1:

Job Description

Job Title & Department	Manager, Human Resources Department
Job Purpose/Job Summary	The person is responsible to maintain and enhance the human resources of the organization, performing job analysis and evaluation, to enhance employee management relationships by planning and implementing different policies, programs, and processes for human resources.
Job Duties	Continuous review of job requirements and description for updating to maintain work structure Establish recruitment, test, and interview programs for the selection of skilled employees Prepare for the exit interview and take the feedback positively for better management Conduct orientation and training programs Plan and implement pay structures Solve employee conflicts and grievances and provide counseling to them Maintain employee benefits programs with legal compliance as per federal and state government requirements Maintain the record of performance and history of human resources Develop HR policies and programs for better organizational structure Develop and implement employee performance appraisals
Working Conditions	Normal working conditions (5 days a week, eight hours per day)
Reporting	Report to directors and the supervision officers of the HR department
Relationships	With managers in other departments at an equivalent level Contact with local officials

The above table describes the job description of my dream job as an HR manager in an MNC. For this dream job, there are some skills and qualifications required, which are given in the job specification table below. The job specification is the written statement, which includes educational qualification, experience level, and specific qualities, etc that are essential to perform a job in a significant manner (Sims, 2007). Below is the job specification for my dream job of HR manager:

Table 2: Job Specification

Job Title & Department	Manager, Human Resources Department
Education and Training	A good bachelor’s degree with at least 60 percentile Master’s degree in HR management A certification in labor law will be a desirable additional qualification
Experience	Need at least 3 year of experience at the same position
Age	Preferably between years 30 to 45
Other skills required	Good health Ability to work for long hours Ability to deal with stressful situations Fluency in speaking and writing Good knowledge of computer applications Analytical decision-making skill Time management skill Flexibility

The above is the job specification of my dream job and almost, and I have all the ability and skills to do this job in an effective manner. The job description and job specification are quite significant to explain the job requirements, which help an individual to perform the job significantly.

Compensation and Benefits Package The compensation and benefits package is generally related to the job duties and desired outcomes. A number of factors should be considered in designing a compensation and benefits package so that employees and organizations both can mutually agree on this and the interest of both can be fulfilled (Armstrong, 2008). It is because an appropriate compensation and benefits package helps to attract and retain the key employees within the organization and also motivates the employees to provide their best efforts towards the organizational goals and objectives. The compensation package for my dream job will be the inclusion of direct, indirect, and non-financial compensation and benefits so that all legal compliances can be covered and the mutual interest of my dream job and organization could be achieved:

Table 3: Compensation and Benefit Package

Direct Compensation	Equitable wages and Salaries: $72000 Annual Dearness allowance as per rules Annual bonus of 20% of base Salary Commission 2% on total production yearly Performance bonus as per organizational policies
Indirect Compensation	Medical insurance plan, childcare Employment insurance plan Retirement plan Educational services Employee services Accommodation Car facility Sick and education leaves Paid vacations Interest-free loans
Non-financial compensation	Advancement opportunity Opportunities for growth Recognition Opportunity Workplace flexibility Alternative work scheduling Modified retirement

Conclusion:

Job analysis is an important function of human resource management, human resource managers can fully understand the various important business links and business processes of organization and management, it contributing to human resource management functions to truly rise to strategic positions. It can better understand the importance of job analysis through analysis of the role of enterprises. It describes the process of job analysis which enables enterprises better application of the results of job analysis.

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