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What is Job Analysis?
What is Job Analysis?
Job Analysis is a process step to:
Understand the position for content &
clarity
– Identify and clarify boundaries between jobs – Define and cluster tasks required to perform
a job.
Identify activities, competencies and accountabilities associated with the job.
Normal job to be analyzed, not the job
holder or the additional portfolio’s he could
be handling and not the job as it should be.
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ORGANISATION & JOB ORGANISATION & JOB
Jobs are representations of the manner in which an organisation is resourcing itself in order to achieve its strategy or mission.
Organization Mission Strategic Plan
Organization Structure
Jobs
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CONCEPT OF THE JOB CONCEPT OF THE JOB
JOBS :
Are basic units of an organisation structure
Belong to the organisation
Are results oriented
Are dynamic
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LINKAGE BETWEEN ORGANISATION &
LINKAGE BETWEEN ORGANISATION &
JOBS JOBS
Jobs are therefore:
the basic units of an organisational structure (The Building Blocks)
the link between an individual and the organisation (Employee/Employer)
the bridge between people and what is expected of them
(Their Work)
designed independent of the person doing the job at
that point in time
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WHY ANALYSE JOBS?
WHY ANALYSE JOBS?
JOBS HAVE A RELATIVE VALUE
Every job has a relative value
In order to understand that relative value we need to understand that job.
Getting the internal relativity of jobs is an
important aspect of people management.
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WHAT IS JOB ANALYSIS ? WHAT IS JOB ANALYSIS ?
It is a process of:-
understanding the “what” and “why” of work being done
gathering facts that would enable others to make
judgements about the work being done
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CONCEPT OF JOB ANALYSIS CONCEPT OF JOB ANALYSIS
To consider a job’s contents so as to facilitate the understanding of its characteristics:
– Purpose & accountabilities in the organisation -- are characteristics of jobs
– Style, approach, performance -- are characteristics of people
Jobs exists to be done independently of the person
undertaking it at any point of time.
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JOB ANALYSIS JOB ANALYSIS
When an individual moves on, he takes along with him, his:
– managerial style
– problem solving ability and – performance.
What he leaves behind is his:
– functions,
– scope of work and – accountabilities
In other words, HIS JOB REMAINS.
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JOB ANALYSIS IS ….
JOB ANALYSIS IS ….
NOT
A personal analysis
A performance appraisal
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JOB ANALYSIS JOB ANALYSIS
TWO BASIC RULES:
– We will not analyse the strengths and weaknesses of the incumbent holding the job
– We will analyse the value contribution of the job to
the organisation, as if it is being performed at the
normal level
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RULE OF THUMB ON JOB ANALYSIS RULE OF THUMB ON JOB ANALYSIS
Job Analysis is therefore about
Jobs not people
Facts not judgement
Analysis not lists
Jobs as they are now
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WHY ANALYSE JOBS?
WHY ANALYSE JOBS?
WHY IS IT IMPORTANT?
To the RECRUITER
To the TRAINER
To the ASSESSOR
To the CAREER PLANNER
To the ORGANISATION PLANNER
To the JOB EVALUATOR
More so for
The LINE MANAGER
The CHIEF EXECUTIVE
The JOBHOLDER
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END RESULT OF JOB ANALYSIS END RESULT OF JOB ANALYSIS
PROCESS PROCESS
DESCRIPTION JOB
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WHAT MUST A JOB DESCRIPTION WHAT MUST A JOB DESCRIPTION
COVER?
COVER?
Why does this job exist?
Where does it fit in the organisation and how does it relate to other jobs?
What precisely is it expected to achieve?
On what area does it have an effect and what is the nature of impact?
What specialist skills (practices, techniques, disciplines) of all sorts are needed to do the job? How deep must they be
and/or how broad?
What elements of planning, organising, evaluating, innovating etc. are present, and what do they add up to?
What has to be managed and what managerial skills does this
imply?
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The ELEMENTS OF JOB DESCRIPTION The ELEMENTS OF JOB DESCRIPTION
Job Purpose
Job Context & Major Challenges
Principal Accountabilities
Organizational Relationships
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JOB PURPOSE JOB PURPOSE
A short and accurate statement describing the main purpose of the job.
It is generally in the form of a single sentence and answers questions such as:
– What part of the organisation's total purpose is accomplished by this job ?
– What is the unique contribution to the organisation ? – What would not get done if this job does not exist and
why do we need this job?
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EXAMPLES OF JOB PURPOSE EXAMPLES OF JOB PURPOSE
Production Shift Supervisor
Applications Designer What does he
do?
Coordinates. Designs
What does it affect?
A Production team in the plant.
Conceptual technical design for projects
Why does he do it?
To achieve output targets within set safety and quality
standards.
To ensure designs conform to agreed company’s standards.
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EXAMPLES OF JOB PURPOSE EXAMPLES OF JOB PURPOSE
Sales Manager:
Plan, organise and control selling operations in order to achieve targeted sales turnover with reduced and controlled overhead costs
Human Resource Manager:
Formulate and develop human resource policies and procedures to ensure effective staff development, recruitment and
selection, reward practice and benefits to support company goals and strategies
Plant Manager:
Plan and control overall plant operations so as to ensure
optimum production at desired quality level within the
targeted budgets
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EXAMPLES OF JOB PURPOSE EXAMPLES OF JOB PURPOSE
Finance Controller:
Support the Chief Financial Officer in the development and implementation of both short and long-term business plans and ensure appropriate financial controls are emplaced.
Chief Internal Auditor:
Establish and administer financial operational auditing
policies, procedures and programmes to ensure compliance, controls to safeguard assets, promotes integrity and
operational effectiveness
Head, Retail Banking:
Plan, organise and manage all activities of Retail Banking to
maximise growth, quality and profit potential of asset, liability
through pricing, servicing and promotions.
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SOME MORE EGS. JOB PURPOSE SOME MORE EGS. JOB PURPOSE
Production Manager:
Plan and control all production management activities to ensure that output, quality and customer service targets and
standards are achieved
Project Engineer:
Perform engineering works and project management tasks
involving investigations and surveys, to ensure timeliness and quality of project completion
Regional Sales Manager:
Plan and control regional sales effort to achieve sales volume and contribution targets
Retail Marketing Analyst:
Provide annual and monthly forecasts of retail sales on the
basis of given assumptions to assist in generating short and
long-term plans.
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JOB CONTEXT & MAJOR CHALLENGES JOB CONTEXT & MAJOR CHALLENGES
Provide examples of the major challenges or most difficult types of problems faced in performing the job. Look at this in the functional context, business or external context of the job. Examples:
Maintaining market share in a difficult and highly competitive environment where the advantages of products are long term and the immediate capital costs are higher than competitors
– Motivating and coaching workforce in an environment of deteriorating industrial relation.
– Maintaining cost competitiveness of a plant which has
outdated equipment
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JOB CONTEXT & MAJOR CHALLENGES JOB CONTEXT & MAJOR CHALLENGES
Do not give annoyances or irritants!
BAD EXAMPLES
– Have to walk to the store to buy my own pencils because purchasing
department never buys the right kind – Cannot meet the deadline because not
enough staff
– The budgets cannot be met because of
low morale and low pay
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Statements of end results or outputs Statements of end results or outputs
required of the job required of the job
They must answer questions They must answer questions
“ “ What are the main areas in which What are the main areas in which this job must get results in order to this job must get results in order to
achieve its purpose?”
achieve its purpose?”
[VERB]+[OBJECTIVE]+[IMPACT]
[VERB]+[OBJECTIVE]+[IMPACT]
PRINCIPAL ACCOUNTABILITIES
PRINCIPAL ACCOUNTABILITIES
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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES
The main characteristics are
Represent output
Focus on results
Focus on what is required
Specify results
Timeless
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• Describe ‘How” Describe ‘How”
• List List
• May Change May Change
• Inputs Inputs
Distinctions between a task and accountability Distinctions between a task and accountability
TASK TASK ACCOUNTABILITY ACCOUNTABILITY
• Describe ‘What’ Describe ‘What’
• Concise Concise
• Focus Focus
• Control results/output Control results/output
PRINCIPAL ACCOUNTABILITIES
PRINCIPAL ACCOUNTABILITIES
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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES
Example: Principal Accountability of Sales Manager
Ensure agreed sales targets are achieved through consolidating
present clients and identifying new customers in order to meet the business objectives of the organisation.
Example: Principal Accountability of Production Manager
Ensure achievement of planned production targets to meet customers’
expectations through identifying, evaluating and initiating new
production processes so as to ensure the optimum use of resources.
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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES
ACCOUNTABILITIES
Achieve agreed sales target
Ensure successful launching of XYZ new products
SUPPORTING ACTIONS It is achieved by
Maintaining present market
Identification of new clients
Marketing efforts through cold calls, response to
enquiries cross selling
Regular meeting with product development
Solicit feedback from clients
Track competitors
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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES
Typical Example for a Marketing Manager:
Develop and recommend pricing policies and discount structures which enable the achievement of company profit targets
Ensure that marketing plans and objectives are met within agreed levels of expenditure and take
corrective action as necessary
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Objectives
Objectives Action PlansAction Plans Result/OutcomeResult/Outcome 1. To increase market share of
1. To increase market share of XYZ product XYZ product
2. To improve skills of marketing 2. To improve skills of marketing executive executive
3. To monitor market trends, 3. To monitor market trends, competitors etc..competitors etc..
• Increase promotions/Increase promotions/
advertisingadvertising
• Aggressive sales policyAggressive sales policy
• PricingPricing
• Incentives to distributorsIncentives to distributors
• TrainingTraining
• CoachingCoaching
• MentoringMentoring
• NetworkingNetworking
• Study market reportsStudy market reports
Higher Sales Higher Sales
Better trained Better trained staff
staff
Reports on Reports on market trend market trend
PRINCIPAL ACCOUNTABILITIES
PRINCIPAL ACCOUNTABILITIES
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Position: Internal Audit Manager
– Objectives:
» Ensure smooth and efficient flow of work processes
» Ensure branches follow guidelines, policies and procedures;
» Examine efficiency of workflow;
» Ensure integrity by investigating fraud cases ;
– Supporting Actions :
» Conduct audits, surveys, investigations, observations, physical verifications, etc..
– Results/Outcomes:
» Reports, improvements, trained staff etc...
PRINCIPAL ACCOUNTABILITIES
PRINCIPAL ACCOUNTABILITIES
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Where does the job stand within the organisation ? Where does the job stand within the organisation ?
Who are the peers Who are the peers Whom does this job
Whom does this job report to? report to?
Who are the Who are the subordinates subordinates and what are and what are
their their
responsibilities?
responsibilities?
ORGANISATIONAL RELATIONSHIPS
ORGANISATIONAL RELATIONSHIPS
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