Writing a Job description

  A job description is the details of what is expected of an individual  to do for the organization as a member of the organization.

In writing out a well detailed Job description (JD)

Firstly, we need to identify:

Our Vision

Our Goals

Our Mission statements

What do we do ?

How do we do what we do?

Also, Outline what needs to be done in total to achieve our vision.

Outline who needs to do what - this will help one know how many staff do we need now, how many can we afford.

Map out a functional organizational structure, so we know who is reporting to who in the organization.

One may include relationships with other people in the organization: Supervisory level, managerial requirements, and relationships with other colleagues.

A job description need not be limited to explaining the current situation, or work that is currently expected; it may also set out goals for what might be achieved in the future.

Job descriptions sometimes may be seen as hindrances for the employee to carry out some task that is beneficial to the organization but a wise organization will put this at the bottom of every of their Job descriptions -

"NOTE: THIS JOB DESCRIPTION IS NOT INTENDED TO BE ALL INCLUSIVE. EMPLOYEE MAY PERFORM OTHER RELATED DUTIES AS NEGOTIATED TO MEET THE NEEDS OF THE ORGANIZATION"

So as to protect the employee and the organization against some crucial decisions that may be taken in the nearest future tendering the job description as an evidence.

A detailed job description can be in this order:

Company name:

Job Title: The name of the Position to be filled

Department: What department is in need of this person

Job Grade: What is the level of the person in the organization? Is it top management, middle management, senior management, supervisory level, entry level

Position overview: What does this position actually look like, what it entails

Essential job Functions: The task the individual is expected to carry out, the core of the post

Non- essential job functions: The other task that this position might carry out sometimes.

Requirements: What we expect you to have to be able to fill this position, certificates, experiences, educational level, professional body certification

Other skills / Abilities: The skills required for this position so one will perform well at work.

Who to contact: who to contact, names, email address, etc

Deadline date: The last day for submission of Curriculum Vitae.

Now you can write a good job description that will help you know what to expect from your employee, and also know how to evaluate them when necessary.

It may be taken in the nearest future tendering the job description as an evidence.

A detailed jib description can be in this order:
Company name:
Job Title: The name of the Position to be filled
Department: What department is in need of this person
Job Grade: What is the level of the person in the organization? Is it top management, middle management, senior management, supervisory level, entry level
Position overview: What does this position actually look like, what it entails
Essential job Functions: The task the individual is expected to carry out, the core of the post
Non- essential job functions: The other task that this position might carry out sometimes.
Requirements: What we expect you to have to be able to fill this position, certificates, experiences, educational level, professional body certification
Other skills / Abilities: The skills required for this position so one will perform well at work.
Who to contact: who to contact, names, email address, etc
Deadline date: The last day for submission of Curriculum Vitae.

Now you can write a good job description that will help you know what to expect from your employee, and also know how to evaluate them when necessary.

Management vs Administration

Management and Administration can be confused sometime. As an administrator these will help you know your basic Job description. If you are : Setting organizational objectives based on available resources Formulating plans and policies for the achievement of the set objectives Defining and Forecasting especially for human and material resources in form of budget. Initiate work activities and defining specific tasks to be performed to achieve objectives Setting up controls and standard of measurement to evaluate human activities leading to achievement of the objective Coordinating and integrating peoples effort and material resources to accomplish set objectives Providing necessary structure and procedure to enhance people's action and activities Defining the type of leadership and authority necessary to accomplish the objective Providing solutions to remedial actions to be taken if objective are yet to be met Providing incentives, motivations and encouragement for better performance If you do all the above then your are involved in Management and not administration. You are a part of the management Management set the vision, mission statement. It is broader in nature.

If you are: Implementing plans, policies, programs after formulation Using scarce resources available to achieve the stated goals Coordinating human efforts and material resources to accomplish educational goals Describing the specific duties and responsibilities to be performed by different officers Training staff for effective performance on the job Establishing policies and procedures, rules and regulations guiding organizational behaviour Solving problems and complaints that may inhibit process of achieving the stated objectives Supervising and evaluating activities based on standard measurement Communicating and set objectives and work activities required fir achieving the goals Promoting and rewarding good performance amongst staff.

Then, you are administering, you are an administrator. Administration set out smaller goals to carry out mission statement Management cannot survive without administration. Both are inseparable. Well, If can do administration perfectly well, you can become a part of the management someday.