who is responsible for writing a job description

who is responsible for writing a job description

Job Duties and Responsibilities
This section contains a description of the duties and responsibilities assigned to the job; also referred to as the essential functions. They describe the fundamental nature of the job which occupies a large proportion of the employee’s time. Some items to consider:
Job Title
The Job Title is a brief description (1-4 words) of the job which reflects the content, purpose, and scope of the job and is consistent with other job titles of similar roles within Wright State University (University).

Who is responsible for writing a job description
Include an exact job location. Provide an exact job location to optimize your job posting so it appears higher in job search results.
An effective job description will provide enough detail for candidates to determine if they’re qualified for the position.

  1. Write one clear statement for each major duty. For some statements, you may need to elaborate with supporting information.
  2. List statements in descending order of importance, and begin each with an action verb.
  3. Construct each statement to include:
    • “What” – use a verb to describe what action is being performed
    • “How” – indicate how the action will be performed; use terms like “based on”, “by using”, or “working with”. Describe the knowledge, information, tools / equipment / materials, or people that are necessary for the action
    • “Why” – indicate the reason the action is performed, and clarify what the goal is, how it will satisfy a need, who has the need and what it is
  4. For duties that involve less than 5% of the job, address these in a general statement at the end of the “Work Performed” section, such as “and performing other related duties”. These duties are not normally considered a major duty.

When outlining the “Work Performed” section of the job description:

  • Clarifies employer expectations for employee
  • Provides basis of measuring job performance
  • Provides clear description of role for job candidates
  • Provides a structure and discipline for company to understand and structure all jobs and ensure necessary activities, duties and responsibilities are covered by one job or another
  • Provides continuity of role parameters irrespective of manager interpretation
  • Enables pay and grading systems to be structured fairly and logically
  • Prevents arbitrary interpretation of role content and limit by employee and employer and manager
  • Essential reference tool in issues of employee/employer dispute
  • Essential reference tool for discipline issues
  • Provides important reference points for training and development areas
  • Provides neutral and objective (as opposed to subjective or arbitrary) reference points for appraisals, performance reviews and counselling
  • Enables formulation of skill set and behaviour set requirements per role
  • Enables organisation to structure and manage roles in a uniform way, thus increasing efficiency and effectiveness of recruitment, training and development, organisational structure, work flow and activities, customer service, etc
  • Enables factual view (as opposed to instinctual) to be taken by employees and managers in career progression and succession planning
  1. Manage the movement of products/equipment/materials in and/or out of the country in accordance with organizational policy and procedure, and to comply with relevant local, country and international law and process.
  2. Manage the necessary documentation and online forms for the efficient, cost-effective and lawful execution of all import/export activities.
  3. Maintain and share with colleagues as appropriate, personal knowledge of all relevant import/export law and procedures; tariffs and duties; licences and restrictions.
  4. Manage financial and currency processes and transactions in accordance with policy and law, and to optimise cost-effectiveness of activities.
  5. Communicate with export and import and related authorities, and customers and suppliers, in all relevant territories and countries, as necessary to ensure efficient, positive and lawful relations, support and activities.
  6. Anticipate, research and report on future changes in import/export laws and in relevant local territory practices, and ensure such knowledge is factored into the planning of the department’s own strategy, resources and procedures.
  7. Plan and implement import/export strategy and activities consistent with overall aims and requirements of the organization.
  8. Manage all staff reporting to the position so as to effectively recruit, train, evaluate, motivate, delegate and monitor their activities.
  9. Liaise with other departments in order to establish and maintain effective and relevant export/import activities and support in relation to the organization’s sales, purchasing, materials management, production and overall operating functions.
  10. Adhere to local and externally relevant health and safety laws and policies.
  11. Use personal judgement and initiative to develop effective and constructive solutions to challenges and obstacles in import/export activity and procedures.
  12. Monitor, record, analyse and report on activities, trends, results and recommendations relating to import/export activities.
  13. Manage/liaise with stock control, warehousing and distribution activities influenced by or reliant upon import/export activities.
  14. Manage and maintain effective and lawful insurance provisions relating to import/export activities.
  15. Maintain personal ability in, and appropriate use of, all relevant ICT (Information & Communications Technology) and other systems within the import/export function.
  16. Prepare and submit relevant administration in a timely and accurate manner, for example: shipping schedules; letters of credit; ECGD documents; credit control mechanisms; licences; declarations; packing, routing, transport and safety documentation.
  17. Investigate, plan and implement strategically effective and relevant transport methods, which meet optimally the needs of the organization and its suppliers and customers.
  18. Plan and manage overseas sales through distributors and other relevant sales outlets.
  19. Plan and manage the effective and necessary conversion of weights, sizes, values, and quality standards interpretations between importing and exporting systems and territories.
  20. Manage language and communications translation issues and activities as necessary to enable effective relations, distribution and integration of imported/exported material, product, equipment within the supply chain of importer and exporter, (for example handling instructions, operating manuals, product training, etc).
  21. Negotiate contracts for sales/purchases and manage renew, review contracts as required to enable effective trading, operations and customer/supplier relations.

Description of the duties should be no more than one or two sentences in lengths and should be outcome-based, containing an objective, action and purpose e.g. compiles monthly reports to allow departmental budget monitoring
The modern trend towards the competency based job descriptions means extra weight is attributed to behavioral competencies such as leadership, teamwork, flexibility, communication and initiative. One thing to keep in mind when writing this section is the level of generality of the skills/competencies. Use specific language.

References:

http://www.indeed.com/hire/how-to-write-a-job-description
http://www.hr.ubc.ca/administrators/recruiting/writing-job-description/
http://www.businessballs.com/team-management/job-descriptions/
http://hrcrecruitment.co.uk/clients/writing-a-job-spec/
http://examples.yourdictionary.com/descriptive-text-examples.html