JOB DESCRIPTION FOR AN HR EXECUTIVE
A report submitted to the faculty of Business Administration in part fulfillment of requirement of final term examination in Wages & Salary Administration
Prepared and submitted by-
Name ID
Khan MD Saquib 07-07642-1
Course Instructor: SIKDER, DR. ZAHED HUSAIN
American International University-Bangladesh
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Table of Content: 1) 2) 3) 4)
Introduction………………………………………….(1) Purpose of preparing a job description……………...(1) Research of job description……………………...…..(2) Who prepares the job description and the position, qualification and status of the person preparing it….……… ………………………….……………….(2)
Features of a good job description…..……………….(3) 6) Job description format…………………………….…(4) 7) Job description of an HR executive………………….(5). 8) Organizational structure……………………………...(6) 5)
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1. Introduction Job descriptions are written statements that describe the: • duties, • responsibilities, • most important contributions and outcomes needed from a position, • required qualifications of candidates, and • Reporting relationship and coworkers of a particular job. • Job descriptions are based on objective information obtained through job analysis, an understanding of the competencies and skills required to accomplish needed tasks, and the needs of the organization to produce work. Job descriptions clearly identify and spell out the responsibilities of a specific job. Job descriptions also include information about working conditions, tools, equipment used, knowledge and skills needed, and relationships with other positions. The best job descriptions are living, breathing documents that are updated as responsibilities change. The best job descriptions do not limit employees, but rather, cause them to stretch their experience, grow their skills, and develop their ability to contribute within their organization.
2. Purpose of Job description The purpose of a job description is to allow the employer, to account for all aspects of the job offered.. Uses of job description: 1) It is most widely used in connection with wage and salary administration. 2) It gives information to the member of the selection board about the knowledge, skills, training, education and aptitude required for each job 3) It gives clarification to the newly recruited employees what they need to know about his job. 4) It provides an excellence check list to follow-up the work and making performance review.
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5) It is helpful to design an effective training program for human resources. 6) It help to ensure fairness in compensation system, which in turn improve of the employee. 7) Job description aid in improving quality of administration and supervision by their objective description of responsibilities for supervision and job-to-job relations. 8) Job description may also be helpful in safety program, indicating hazardous acts and suggesting changes in operations.
3. Research of Job Description: Preparation and Gathering Information Needed for the Job Description: To properly prepare a job description, the job analyst (the person preparing the job description) needs to have a thorough knowledge of the job duties and the requirements necessary to successfully perform those duties. There is not one set process used to gather the information needed. Here are some suggestions that you may use to gather information: 1. Observe an individual performing the job. 2. Contact other employers and determine what duties and requirements they require for the same or comparable position. 3. Interview or develop a survey instrument asking a current incumbent what job functions they perform and the requirements they believe are needed to perform the job. 4. Ask to see work output or other products of their job. 5. Talk with supervisors, customers, co-workers or others who have to work in cooperation with the person performing the job. 6. Determine what equipment or resources are required to accomplish the job tasks. 7. Inevitably, you will gather a lot of useful information. Once that is accomplished
4. Who prepares the job description and the position, qualification and status of the person preparing it:Department head or the supervisor for the position prepares a job description and reviews it with other staff that will routinely interact with the position. Forward (by e-mail) to Human Resources Manager a final copy of the job description is send to ensure updated copy is maintained in Job Description directory.
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Here are some examples of the job description of supervisors: Sales Supervisor: Job Description: To act as an operational sales person, and to assist the sales manager in the day to day running of the department in a supervisory role. The sales supervisor will deputies in the sales managers absence. Requirements: Computer experience, including competency in Microsoft Word and Excel. PC Literate. Excellent Communicator both written & verbal... targets are being met Monitor & observe staff Report to the marketing / IT team with general website issues and customer... Accounting Supervisor Role: Accounting Supervisor Location: Luanda, Angola, West Africa Company / Organization As a leader in the oilfield... careers at Baker Hughes in research, development, manufacturing, field operations, sales, finance, IT, marketing and human resources. Job Specification Reporting directly into the Sub-Saharan Area Finance Manager you will manage the country accounting... Description: as Portuguese is the national and most widely spoken language in Angola, fluency is essential.
5. Features of good job description 1. A job description must be up-to-date in order to make it more effective. 2. The title should clearly indicate the principal demands made by the jobholder. 3. The summary of primary duties gives an overview of what the job essentially is? It also indicates what the job is, also who and to what extent this particular job differs from other jobs? 4. A job description should be sufficiently complete. 5. The job description should provide a clear picture of significant working conditions such as noise, heat, temperature e.t.c. 6. All information must be written in terms that can be readily understood. The language should be simple, clear, and concise.
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6. Job Description Format a) JOB TITLE: b) REPORTS TO: Indicate here the Line Manager, Section and Department, using job title not individual names. A brief staff tree showing the relevant reporting lines and organisational context should be included or appended. c) PURPOSE: A single sentence which defines precisely why the job exists, i.e. ‘to…..’ d) PRINCIPAL ACCOUNTABILITIES A numbered list of not more than ten items, each a single sentence beginning with an action verb setting out the primary expectations or deliverables from the jobholder (e.g. ‘to ensure, ‘to provide’) avoid the use of loose terms such as ‘to assist’ or ‘to liase’. Refer to objectives rather than detailed tasks if possible. The last one should be something along the lines of ‘to undertake any other duties as appropriate within their competence, as required by their Head of Unit from time to time’. e) CONTEXT A brief narrative describing in 2/3 paragraphs, in broad terms, the nature and context of the job (e.g. consequences and sensitivities) and the sort of tasks involved. Any recognised quality standards required by the job may be included or referred to here. It is not necessary to include detailed procedures or standing instructions, although they may be referred to. f) DIMENSIONS An indication of the size of the job in relation to direct control over e.g. budgets, staffing numbers, or equipment. PREPARED BY……………………………………. DATE……………………………………….
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7. Job description of an HR Executive No. of Vacancies: 01
Job Description / Responsibility • • • • • •
Assist HR Manager on manpower planning, recruitment, selection, placement, orientation, performance management, career planning, succession planning, formulation of policies and strategies. Dispute settlements according to labor law, Factory rules & compliance guidelines. Provides reports on a regular basis, and as directed or requested, to keep the senior management team informed of the operation and progress of compliance efforts. Maintain employee benefit administration such as leave records, insurance, medical and etc Assist HR Manager on other general human resources and administration matters Assist the Manager, HRM in all preparation required for the delivery of training/workshops.
Educational Requirements • • •
MBA in HRM PGDPM or PGDHRM will be an added advantage. MA in English with PGDHRM
Experience Requirements • • • • •
0 to 3 year(s) The applicants should have experience in the following area(s): Factory HR Administration, General HR, Recruitment & Selection, Training & Development The applicants should have experience in the following business area(s): Manufacturing (Light Engineering & Heavy Industry), Training Institutues, Security Service Company, Manpower Recruitment
Additional Job Requirements Age 22 to 27 year(s) Only females are allowed to apply. Should have advance verbal and written communication skills in English and Bangla Should have strong interpersonal skills and leadership quality Demonstrated ability to effectively manage multiple priorities in a fast paced, dynamic and challenging environment Should have positive and flexible attitude Salary Range: Negotiable Other Benefits: As per Company Policy Job Location: Dhaka 7
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