JOB DESCRIPTION AND

JOB SPECIFICATION

JOB DESCRIPTION (JD)

A Job Description implies objective listing of job title, tasks, duties and responsibilities involved in a job.

It is descriptive in nature and defines the purpose and scope of a job.

The main purpose of writing a Job Description is to differentiate the job from other jobs and state its outer
limits.

CONTENTS OF JOB DESCRIPTION

Job Identification : It includes job title, department, plant, name of place etc.

Job Summary : Provides short definition which is useful as additional identification information.
It serves as summary to orient readers towards understanding the detailed information which follows.

Job duties and Responsibilities : States the duties to be performed on job with proper classification as primary, secondary and other duties.

Relation to other jobs : Helps to locate the job in the organization by indicating the job immediately above and below it in the
hierarchy.

CONTENTS OF JOB DESCRIPTION

Supervision : The number of persons to be supervised, their job titles and extent of supervision involved

Machines, tools and materials : The Machines, tools and materials involved are included in job description
States nature and complexity of job and helps devising training programmes.

Working Conditions : Heat, cold , dust, noise levels, fumes etc.

Hazards : States the risks involved and the possibilities of occurrence.

Purpose of a Job Description

This list provides a guide for orienting students to the workplace and for defining expectations

The list of duties is used as the basis for the performance reviews that are provided at least twice
during the work experience

Many may refer to the job description, skills and tasks in the future when they are developing
portfolios, writing resumes and applying for jobs and colleges

Guidelines to writing an apt JD

The JD must describe the job as it is and as the job changes it must be updated

The organization must keep abreast with job content changes

Checking previous descriptions, interviewing incumbents, supervisors and co-workers is a must

Jobs must be revised on an annual basis commensurate to the performance reviews

The job description must not be considered the only aspect-applicants must be told that they might have
to adapt as the situation goes

Job description should not include race, ethnicity, any form of discrimination and UNNECESSARY CRITERIA!

Advantages & Disadvantages of a Job

Description
Adv:

It helps give clarity to the recruitment and selection processes

Assists in the manpower planning

It helps chalk out training and development programs

Disadv:

It is a gist and is not detailed in terms of sub-tasks

Managers may not get the right idea from the brief info

Lots of human effort

JD Sample for an Account Development

Manager on Monster.com

Thisaccount development managersample job description can assist in your creating a job application that will attract job candidates
who are qualified for the job. Feel free to revise this job description to meet your specific job duties and job requirements.

Description:Account Development Manager

Account Development Manager Job Purpose:Develops new business by analyzing account potential; initiating, developing, and
closing sales; recommending new applications and sales strategies.
Account Development Manager Job Duties:

Identifies development potential in accounts by studying current business; interviewing key customer personnel and company
personnel who have worked with customer; identifying and evaluating additional needs; analyzing opportunities.

Initiates sales process by building relationships; qualifying potential; scheduling appointments.

Develops sales by making initial presentation; explaining product and service enhancements and additions; introducing new products
and services.

Develops new applications by preparing specifications; conferring with product engineering.

Closes sales by overcoming objections; preparing contracts.

Contributes information to sales strategies by evaluating current product results; identifying needs to be filled; monitoring competitive
products; analyzing and relaying customer reactions.

Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks;
participating in professional organizations.

Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring
opportunities to add value to job accomplishments.

What is Job specification?

Also known as employee or person specification

A job specification is a description of specific skills, knowledge &
abilities required to perform the job
It contains competencies either essential or desirable required
for satisfactory performance of defined duties & tasks
Translates the Job Description into human qualifications so that a
job can be performed in a better manner
Job specification helps in hiring an appropriate person for an
appropriate position

Components of Job Specification

Job title and designation

Educational qualifications
for that title

Level of experience

Physical and other

related attributes

Physique and mental

health

Special qualities,
attributes and abilities

Maturity and
dependability

Relationship of that
job with other jobs in
a concern

Technical and
communication skills
required to perform
the job

Interest and Hobbies

Other
Intelligence, memory,
(social activities,
Factors
judgment, aptitude &
sports, etc)
emotional ability
Additional details
Adaptability, flexibility,
(willingness to work
values, ethics, manners
overtime, full time or
and creativity
part time)

Purpose of job specification

To identify certain personal qualities required in potential

employees that will enable them carry out future duties
It enables the recruitment team to understand what
qualifications, qualities & characteristics should be present in
a candidate to make him/her eligible for the job opening
It helps candidates analyze whether are eligible to apply for a
particular job vacancy or not

Advantages of Job Specification

Helpful in preliminary screening
It helps in giving due justification to each job
It helps in designing training & development programmes
It enables the supervisors for counseling and monitoring performance of employees
It helps in determining the value/worth of a job in relation to other jobs in an
organization
It helps in selecting the right candidate

Examples of Job Specification

Difference between Job Description & Job Specification

Job
Specification

Job
Description

About the attributes the firm is looking for in the

right candidate

About the job and what it entails

Tells you what you must do when selected

Tells you what you must have to be selected

Information about the tasks & responsibilities

expected to be performed

Information about the level of experience and skills

that a candidate must have to be selected for the
job

Helps supervisors to assign tasks and duties to

the employees

Enables the management to have in mind the kind

of candidate they are looking for