Job Description Workshop

Contents

About the Initiative

Job Description An Introduction

How to write a Job description

Next steps

Page 2

About the initiative

Page 3

About the initiative

Objective

Define the job objective, broad responsibilities and Key Performance / Result
Areas (KRAs) for the identified unique roles in the DGM and above level

Benefits

Role Directory for DGMs and above

Guidance in identification of overlaps in jobs

Reference document during recruitment on key expectations and

competencies required

Document to be handed over to New joinees / Promotees to set expectation

Reference document for Development planning

Page 4

Job Description An Introduction

Page 5

What is a Job?
A set of responsibilities that collectively achieve a given
objective in an organisation

Page 6

What is a Job Description?

It is a formalized document that captures the primary
responsibilities/ accountabilities and key result areas of a job

Page 7

Why do we need a Job Description?

1.

Helps employees understand what they are expected to do on the job and
gives the job holder and the manager clarity and common understanding in
terms of expectations from the role

2.

Ensures clearly defined responsibilities and accountability and guide

managers in work distribution

3.

Articulates technical and behavioral skill requirements

4.

Establishes a basis for recruitment and selection

5.

Aligns individual performance to the achievement of organizational goals

6.

Provides input into Training and Development

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What do Job Descriptions include?

Job Summary

1.
i.

Job Title, Grade, Department, Division, Complex, Location

ii.

Reporting Relationship:

Jobs Reporting to (Designation and Department)

Jobs reporting into (Designation, department and number of Direct Reports)

2.

Job Objective

3.

Primary responsibility - Activities that a job holder is expected to perform (Strategic,

Operational, People, Financial)

4.

Key Result Areas

5.

External and Internal Interfaces

6.

Desired (Educational) Qualifications

7.

Desired Number and Nature of Experience

8.

Functional, Behavioral competencies required

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How to write a Job Description?

Page 10

Job Summary
It covers the demographic data related to the job
Job Title
& Grade
Department
Division & Complex
(Or Corporate Office)
Location

CAUTION
Please dont mention any names against Job Title

Page 11

State the functional title and against

the function, state the grade,
department ,division, complex and
location with which the job is
attached.

Job Summary
It covers the demographic data related to the job
Term

Example

Job Title

Deputy General Manager

Grade

VII

Complex/ Corporate Office

Bangalore

Division/ Corporate Office

DBG

Department

Human Resources

Location

Bangalore

CAUTION
Please dont mention any names against Job Title

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Reporting Relationship
Reporting Details
The designation of job to whom the
job is reporting to
The designation of jobs that are
reporting to this job

Reporting to

Jobs Reporting
into

Page 13

State the designation of job and its department to

which this job reports to, both hierarchically and
also for secondary reporting in the organization
For secondary reporting put it in square brackets
State designation and department of subordinates
reporting directly into the job.

Reporting Relationship

Please mention the designation and

department of the job to whom your job
is reporting to
Please mention the designation and
department of jobs reporting to you and
within bracket mention the number of
people of that designation reporting to
you

Page 14

GM Legal
Job reporting to

Jobs Reporting into

CGM Legal
DGM Legal (2)
Company Secretary (1)

Job Objective

A short and accurate statement of WHY the position exists.

It is generally in the form of 1 or 2 sentence/s.

What part of the organization's total purpose is accomplished by this job?

What is the jobs unique contribution to the organisation?

What would not get done if this job did not exist?

Why do we need this job at all?

Example: Head, Information Security

VERB

To develop and manage

.an Information Security Management system

.to protect the banks information assets ,maintain confidentiality and integrity, and

What is done

preserve public confidence

With What Outcome

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To What /Whom

RESULT

OBJECT

Primary Responsibilities
The activities the job-holder needs to do to ensure that the
key output is achieved
Ongoing tasks or activities that are undertaken or delivered on day to day basis
Include major supervisory responsibilities, job responsibilities, duties and tasks;
could either be outputs or activities depending on nature of role
It consists of a series of statements, each outlining all the above and identifying
"what", "why" and "how". All statements are to be related to the work to be
performed
Primary Responsibilities determine and record any function that takes up five
percent or more of employee's time.
Statements should identify the most predominant and significant duties

CAUTION
Please include strategic, operational, financial and people related responsibilities
Please dont include one-off responsibilities
Please dont include any additional charge taken or some other responsibility which ordinarily doesnt form
a part of your job
Please start all statements with an action word
Please ensure that the primary responsibilities are 15 - 20 in number
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Sample Action Words

Policy Making/
Objective Setting

Page 17

Execution of Work

Junior Tasks

Develop

Analyze

Increase

Check

Direct

Achieve

Install

Collate

Establish

Assess

Maintain

Distribute

Control

Enforce

Monitor

Gather

Plan

Evaluate

Negotiate

Operate

Prepare

Forecast

Propose

Process

Identify

Review

Produce

Implement

Specify

Provide

Improve

Set

Submit

Primary Responsibilities

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Key Responsibility Areas

Refers to a set of individual performance
measures that support the
Organization/Divisions goals to be
accomplished for the year. Each measure
needs to have a clear success criteria spelt out
in order to gauge achievement of the measure
at the time of the review period.
Key Result areas ( KRAs) are critical
achievements towards which effort is
directed to support and achieve an
Organizations /Divisions strategy and
desired business results

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Key Responsibility Areas should be..

Specific Focused on a key outcome.

Measurable Quantifiable or verifiable, so that it is

clear whether the objective has been accomplished or
not

Attainable Within control and limited so that it

can be accomplished with a reasonable or stretch
effort

Relevant Important to the job and to the function

or department

Time limited Achievable within a specified time

period

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Key Responsibility Areas

CAUTION
State all critical achievements required to deliver the
department's or organization's desired business
results.
Please do not include primary responsibilities
KRA should be outcome oriented, quantifiable and
measurable; ensure that language of KRA leads to an
end outcome or should result into something tangible
that can be measured
The language of KRA should be such that it should
be possible to put targets against them
Focus on cost, quality, timelines and quantity as key
pillars while framing KRA
Please do not put targets against KRA or during
framing of KRA
Please do not put KRA that cannot be achieved
during given financial year; instead put key milestones
related to that KRA
Please include KRA that are currently not measured
or for whom there is no MIS but which are critical in
future and for whom measurement system can be set
in a defined timeframe
Please restrict the number of KRA to 8 in number
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External / Internal Interface

The other jobs/stakeholders you need to interact with to
execute your own job (WHO)
These may be internal or external to the organization
Example of Interactions
Internal
Interfaces

External
Interfaces

CFO

Press

Head HR

Ministry

CAUTION

Please mention jobs and not departments in the Interaction with column
Page 22

Job Requirements
Should include minimum formal education (degrees),
specialized training (certifications) and amount of
experience desired for the job
Try and keep education and experience job related.
Please mention a) the minimum and necessary b)
desirable education and experience
Please detach yourself from the job while framing
Desired experience education and experience;
Look it as requirements from a prospective job holder that
you are advertising for recruitment
Desired education

Functional/
Technical skills

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Should include the minimum technical/functional skills

and level of knowledge and abilities necessary to perform
the responsibilities of the position.
List down any specialized skills, special licenses or
certification needed
Additional desired or nice to know skills or training can
be included, but it should be noted that they are desired,
not required

Next steps

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Next steps

We will collate inputs from incumbents across locations

We will finalize job descriptions, based on your input and leading practices in
the industry

We will send the Job descriptions back to you for your validation. We will keep
the window open for 1 day from when you receive the Job description from EY
to provide your inputs.

Post this the Job description shall be validated by your supervisor

We estimate to submit the finalized job description by 30th October, 2015

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Thank You !