JOB ANALYSIS

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Dr. Karam Gomaa Zaki

2014

Question from the previous lecture.

What does Human Resource Planning mean?

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Systematic process of matching internal and

external supply of people with job openings

anticipated in the organization over a

specified period of time .

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Lecture Highlights:

What is Job Analysis?

Job analysis information hierarchy

Job analysis components

Job analysis process

Purpose of job analysis

Job description Vs. Job specification

Workshops

Job evaluation

Methods of Job analysis4

Job Analysis

Job Analysis is a systematicexploration of the activities within ajob.

It defines and documents the duties,responsibilities and accountabilitiesof a job and the conditions underwhich a job is performed.

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• The documentation includes the majorresponsibilities, duties, and tasks of ajob, as well as the kinds of knowledge,skills, and abilities needed to performthe job.

What is Job

Analysis?

Job Analysis is

the process of

getting detailed

information

about jobs

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It is a technical procedure used to

define the duties, responsibilities,

and accountabilities of a job.

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This analysis “involves the

identification and description of what is

happening on the job . . . accurately and

precisely identifying the required tasks,

the knowledge, and the skills necessary

for performing them, and the conditions

under which they must be performed.

Job Analysis

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JOB ANALYSIS INFORMATION

HIERARCHY

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Element

Task

Duty

Position

Job

Job Family

Occupation

Career

Job analysis is nothing but an

accurate recording of the

activities involved. For these

recording we are simply

gathering information to

specific job attributes. The

hierarchy of JA Info are shown

beside:

4–10

Job Analysis begins at the level of the element and

attempts to build understanding of the combination of

components

A Job Element is the

smallest unit into

which work can be

divided

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Job analysis: A basic human resource

management tool

Tasks Responsibilities Duties

Job

Analysis

Job

Descriptions

Job

Specifications

Knowledge Skills Abilities

Staffing

Training and

Development

Performance

Appraisal

Compensation

Safety and Health

Employee and

Labor Relations

Legal

Considerations11

Job Analysis Process

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Job analysis process generates three

outcomes:

Job descriptions

Job specifications

Job evaluation

Purpose of Job Analysis

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Indirect purposes of job analysis

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JOB

ANALYSIS

RECRUITING SELECTION

TRAINING CAREER

PLANNING

COMPENSATION

PERFORMANCE APPRAISAL

IdentificationJob titleReporting relationshipsDepartmentLocationDate of analysis

General SummaryDescribes the job’s distinguishing responsibilities and components

Essential Functions and Duties

Lists major tasks, duties and responsibilities

Others:Signature of approvals

Working Condition

Hazards15

A job description is a written statement of what the jobholder does, how it is done, under what conditions it isdone, and why it is done.

Job Description Contains the following:

Job Description.

Writing Job Descriptions

Job

Identification

Job

Summary

Responsibilities

and Duties

Authority of

the employee

Standards of

Performance

Working

Conditions

Job

Specifications Sections of

a Typical

Job

Description

The job specification states theminimum acceptable qualifications thatthe employee must possess to performthe job successfully. A statement of human qualificationsnecessary to do the job. Usually containssuch items as:

Education, Experience, Training, Judgment,Initiative, Physical Skills, Responsibilities,Communication Skills, Emotionalcharacteristics, personality

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Job specifications

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JOB DESCRIPTION

And

JOB SPECIFICATION

OF

Your future job (5:10 students)

(e.g. Front Office Manager)

RESPONSIBLE TO: General Manager,

RESPONSIBLE for: All asst. managers and the staff

working in the front office department,

JOB SPECIFICATION: Three years degree or

diploma in hotel management, or a graduate with an

MBA degree,

At least 7 years of experience as an asst. manager in

the front office department in a large hotel,

Having a pleasing personality with good command

over English language, knowledge of a foreign

language preferred.

D U T I E S & R E S P O N S I B I L I T I E S

He directs and coordinates the activities of the front

office department, which includes dept. like, front

desk, lobby, reservation, bell desk, telephones,

He is responsible to ensure the proper upkeep, staff

cleanness, punctuality and efficiency by his staff in

his department,

Ensures that each and every guest is provided with

smooth, efficient, courteous and personalized service

by his staff,

He prepares the duty chart for his staff and also

sanctions weekly offs, an leaves to his subordinates,

Job Evaluations

Job analysis is also valuable in providing the

information that makes comparison of jobs

possible. If an organization is to have an equitable

compensation program, jobs that have similar

demands in terms of skills, knowledge, and abilities

should be placed in common compensation groups.

Job evaluation contributes towards that end by

specifying the relative value of each job in the

organization. Job evaluation, therefore, is an

important part of compensation administration.

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Job Analysis Methods

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ObservationDiary

Job AnalysisMethods

InterviewQuestionn-

-aireTechnical

Conference

Observation

Information Source

Observing and noting the

physical activities of

employees as they go

about their jobs

Advantages

Provides first-hand

information

Reduces distortion of

information

Disadvantages

Time consuming

Difficulty in capturing entire

job cycle

Of little use if job involves a

high level of mental activity

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The Interview

Information Sources

Individual employees

Groups of employees

Supervisors with

knowledge of the job

Advantages

Quick, direct way to find

overlooked information

Disadvantages

Biased information

Interview

Formats

Structured

(Checklist)

Unstructured

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Questionnaires

Information Source

Have employees fill out

questionnaires to

describe their job-related

duties and

responsibilities

Questionnaire

Formats

Structured checklists

Open-ended questions

Advantages

Quick and efficient way

to gather information

from large numbers of

employees

Disadvantages

Expense and time

consumed in preparing

and testing the

questionnaire

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Technical Conference Method:

The technical conference method uses supervisors

with extensive knowledge of the job. Here,

specific job characteristics are obtained from the

“experts.” Although a good data-gathering

method, it often overlooks the workers’

perceptions about what they do on their job.

Participant Diary/Logs

Information Source

Workers keep a

chronological diary/ log

of what they do and the

time spent on each

activity

Advantages

Produces a more complete

picture of the job

Employee participation

Disadvantages

Distortion of information

Depends upon employees to

accurately recall their

activities

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