ByAdedayo Stephen

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A paper presented during Personnel Management and Organizational Behavior course at Northcentral University. August 10, 2009,

ContentIntroductionPurpose of Job AnalysisMethod of Job AnalysisJob Analysis ToolsAnalyzed JobsConclusionReferences

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Introduction

A job is a collection of tasks and responsibilities that an employee is responsible to conduct.

A task is a typically defined as a unit of work, that is, a set of activities needed to produce some result

Job Analysis is a process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job.

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Purpose of Job Analysis

A. Determining training needs

B. Selection procedure

C. Compensation

D. Performance appraisal

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A. Determining Training NeedsDevelop training content Develop assessment tests to measure

effectiveness of training Identify equipment to be used in delivering

the training Identify methods of training

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B. CompensationJob Analysis can be used in compensation to decide:

Skill levels Compensable job factors Work environmentResponsibilities Required level of education

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C. Selection ProceduresIdentify relevant job duties for the vacant positionHelp to determine what salary should be offered to a

candidateIdentify minimum educational requirementsDevelop interview questionsDevelop selection testsDevelop applicant appraisal formsDevelop orientation materials for applicants

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D. Performance ReviewJob Analysis can be used in performance review to

examine: Goals and objectives Performance standards Evaluation criteria Duration of probationary periods Duties to be examined

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Methods of Job AnalysisIncumbent interviews Supervisor interviews Expert panels Structured questionnaires Task inventories Check lists Open-ended questionnaires Observation Incumbent work logs

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Job Analysis ToolsA task list provides the lists all of the responsibilities

that must be performed by an employee in an office.

Job breakdowns are standard operating procedures and specifications on how job duties must be performed to meet the company standards.

Job performance standards are statements that explain or illuminate the levels of employee performance that are satisfactory in an organisation.

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Analyzed Jobs

1. Sales Representative

2. Graduate Teaching Assistants

3. Computer Scientist

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1. Job Analysis of Sales RepresentativeJob Title: Sales Representative

Classification: Full Time Employee

Department: Marketing Department

Location: Abuja. Nigeria

Pay Grade: Grade Level 9

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Job DescriptionSell products, such as furniture, motor vehicles,

appliances, or apparel in a retail establishment.Develop prospects from current commercial

customers, referral leads, and sales and trade meetings. Maintains records of contacts and sales status including contact reports, sales projections and quota ratios.

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Job DutiesRetain knowledge of present sales and promotions,

policies regarding payment and exchanges, and other practices.

Calculate sales prices, total purchases and receive and process cash or credit payment.

Greet customers and ascertain what each customer wants or needs.

Create and close cash registers and performing other related tasks.

Maintain records related to sales.Recommend, select, and help locate or obtain products

based on customer needs and desires.Describe products and explain use, operation, and care of

products to customers.

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Computer and Software SkillsWindows operating system MS Office — Word, Excel and PowerPointElectronic mail software — IBM Lotus Notes or

Microsoft OutlookFinancial analysis software — Sales analysis software

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Reporting StructureReports to sales manager

Junior sales officers reports to this position

Required to participate in annual sales general

meeting

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Tools and Equipment

Calculators

Desktop computers

Notebook computers

Personal computers

Personal digital assistants PDA17

Education and Training

Bachelor degree in social science, business, finance or

accounting

Five years working experience

Work-related skill and knowledge

Relevant certification training

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Work EnvironmentAble to work in large quantity sales office

Ability to stand for prolonged periods of time

Ability to travel to consumer site most of the time

Able to withstand extreme cold temperature

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2. Job Analysis of Computer ScientistsJob Title: Computer Scientists

Classification: Full Time Employee

Department: Energy Information SystemsLocation: Abuja. Nigeria

Pay Grade: CONTISS 12

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Job DescriptionPerform research into fundamental computer and

information science as theorists, designers, or inventors.

Solve or develop solutions to problems in the field of computer hardware and software

Developing, designing, or creating new applications, ideas, relationships, systems, or products

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Job Duties Examine problems to provide solutions involving

computer hardware and software.Using computers and computer systems to program,

write software, set up functions, enter data, or process information.

Use theoretical expertise and innovation to create or apply new technology, such as adapting principles for applying computers to new uses.

Developing, designing, or creating new applications, ideas, relationships, systems, or products.

Formulating mathematical models of problems for solution by computers.

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Computer and Software SkillsAnalytical or scientific software —The Mathworks

MATLAB Development environment software — C, Microsoft

Visual Studio and Sun Microsystems Java Object oriented development software — C++ Operating system software — Linux, Sun

Microsystems Solaris, Windows operating system MS Office — Word, Excel and PowerPointElectronic mail software — IBM Lotus Notes,

Microsoft Outlook

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Reporting StructureReports to the Head of Department

Student representative reports to this position

Required to participate in seminars and conferences

within the country

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Tools and Equipment

Computer servers — File servers and Web servers High end computer servers — Cluster systems and

distributed heterogeneous computersScanners — Computer scannersLaser printersDesktop computers Notebook computers Personal computers

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Education and Training

Bachelor’s degree or master's degree

Five years work experience

Relevant international papers and publications

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3. Job Analysis of Graduate Teaching AssistantsJob Title: Graduate Teaching Assistants

Classification: Full Time Employee

Department: Physic Department

Location: Accra. Ghana

Pay Grade: Grade Level 9

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Job DescriptionAssist head of department , faculty members, or other

professional staff members in university by performing teaching or teaching-related duties, such as teaching lower level courses, developing teaching materials, preparing and giving examinations, and grading examinations or papers.

Perform non-teaching duties, such as laboratory research.

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Job DutiesPlan and maintain regular office hours to meet with

students.Tell students of the procedures for completing and

submitting class work such as lab reports.Conduct discussion sections, tutorials, and laboratory

sections.Evaluate and grade examinations, assignments, and

papers, and record grades.Return assignments to students in accordance with

established deadlines.Meet with supervisors to discuss students' grades, and to

complete required grade-related paperwork.Show use of laboratory equipment, and enforce laboratory

rules

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SkillsTeaching student how to do something.Giving full attention to what student are saying.Selecting and using instructional methods.Understanding the implications of new information

for both current and future problem-solving and decision-making.

Monitoring performance of student .

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AbilitiesAbility to communicate information and ideas in

speaking so student will understand.Ability to listen to and understand information and

ideas presented through spoken words and sentences.Ability to read and understand information and ideas

presented in writing.Ability to apply general rules to specific problems to

produce answers that make sense.

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Tools and Equipment

Desktop computers Notebook computers Personal computersDigital projector

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Education and Training

Bachelor's degree or a master's degree

Five years working experience

Relevant international papers and publications

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Conclusion• The activities involved in job and task analysis are

reviewing job tasks of employees, analyzing work duties, and responsibilities that are needed to be accomplished by an employee filling a position.

• The ability to conduct a successful job and task analysis is very important in staffing decisions, this will be of great help when deciding what type of training should be given to a new employee.

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ReferenceAbilities Questionnaire (n.d). Retrieved July 29, 2009, from

http://harvey.psyc.vt.edu/Documents/ONETabilities.pdfComputer and Information Scientists, Research. Retrieved July 27, 2009, from

http://online.onetcenter.org/link/summary/15-1011.00Employee Task and Job Analysis. (n.d). Retrieved July 29, 2009, from

http://www.managementhelp.org/staffing/specify/job_nlyz/job_nlyz.htmGraduate Teaching Assistants. Retrieved July 29, 2009, from

http://online.onetcenter.org/link/summary/25-1191.00 Job and task analysis. (n.d). Retrieved July 29, 2009, from

http://www.totallyskilled.org/awardingBody/wamitab_2/job_and_task_analysis.pdf

Job task analysis. (n.d). Retrieved July 29, 2009, from http://www.essortment.com/all/jobtaskanalysi_rsis.htm

Sample Job Analysis. (n.d). Retrieved July 29, 2009, from http://www.staffing-and-recruiting-essentials.com/Sample-Job-Analysis.html

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Thank You

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