apt

6Job
er

Organization
and Information

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 The function of job organization and information is

an offshoot of the organization structure which
clearly delineates the different departments,
divisions section and units in light of its philosophy
resources and needs.
It is the analysis and evaluation of each job that
exists within the organization.
It is a detailed, organized and systematic study of
jobs.

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Process Model of job Organization

and information
JOB ORGANIZATION AND
INFORMATION
Step 3

Step 1

JOB ANALYSIS:
-Job Description
-Job Specification

JOB
EVALUATION

JOB
DESIGN
FEEDBACK
Step 2

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Job analysis
This Phase consists of the determination of the
duties, responsibilities, working conditions and
working relationships of and between jobs and the
qualifications of the employee who should man
each job.

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 This method and procedure is highly

complicated utilizing observation, interview,
questionnaire survey or a combination of the
three techniques .
Job analysis has two phases; job description
and Job specification. Job description or position
description gives the what in a job, while job
specification identifies who should qualify for the
job.

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Figure 6.2
Figure
6.2

Questionnaire for Job analysis and Job Evaluation

Questionnaire for job analysis and Job Evaluation
in Philippine Fisheries and Development Authority
NAME OF EMPLOYEE

JOB TITLE (ACTUAL)

DIVISION

JOB NUMBER

DEPARTMENT

SUPERVISOR TITLE

1.

Please be indicate your duties &

DUTIES & RESPONSIBILITIES. responsibilities according to their
degree of importance.

2.
3.
4.
5.
6.

____________________________________________________
_______________________________________________
_______________________________________________
_______________________________________________
_______________________________________________

2.

SPECIAL QUALIFICATION. Please list any license, permit, certificate

required to perform the duties assigned to your
position.

3.

EQUIPMENT HANDLED. Please list any equipment, machines or tools.(e.g.

typewrite, calculator, motor vehicles, drill presses,
etc.) you normally operate as a part of your duties.

MACHINE

1.
2.
3.
4.
5.

AVERAGE NO. OF HRS

OPERATED/WEEK

__________________________ _________________________________
________________________ ______________________________
________________________ ______________________________
________________________ ______________________________
________________________ ______________________________

4.

SUPERVISION. Does your position have supervisory responsibilities?

Yes No. If yes, please indicate # of personnel
supervised and check appropriate box below:

Supervises division/a department

No. of personnel supervised ____
Supervises different sections/a division
Supervises a group with essentially
the same function
5. CONTACTS. Please check appropriate box to indicate any contacts with
other department, personnel, outside companies or agencies?
Yes
No
If yes, please check appropriate box below:
Answer simple routine information.
Occasional contacts/discussion with influential management,
government representative, etc.
Contacts made essential to one phase of operation
Frequent contacts with community leaders.

6.

DECISION/ANALYSIS. Please check appropriate box to indicate

decision/analysis made in the regular
performance of your duties:

Simple decisions are made and follow established rules.

Follows established routine. No analysis/decision made.
Complex decision/analysis are made within established rules.
Identifies simple facts to facilitate analysis of superior. No
decision are made.
7. RESPONSIBILITY FOR FUNDS, RECOERDS, OTHER PROPERTIES.
Please list below funds, records and other properties under your custody.
FUNDS/AMOUNT
RECORDS
OTHER
(Indicate if confidential)
PROPERTIES
8.

_________________

9. _____________
10. _______________
11. _______________

______________________

_________________

_________________
___________________
___________________

_____________
_______________
_______________

8.

9.

WORKING CONDITIONS. Please check the box which most closely

describe the working environment that your
position is exposed to.
Illumination, ventilation is uncomfortable. Exposed to noise,
heat, filthy odor, etc.
Environment has no disagreeable element. Normal office/
working conditions.
Environment exposed to injuries, cuts, bruises, abrasions,
accident and other health hazards.
JOB REQUIREMENTS. Please check the minimum requirements you
believe are necessary to perform satisfactorily in your position.
EDUCATION
EXPERIENCE
SPECIAL SKILLS
High School
Experience not
Typing/Steno
Education
Required
2-3 years College
2 years work exp.
Programming
Education
Completed College
2 years work exp.
Others, specify
Education
as Supervisor
____________
Masteral Units
4 years work exp. as supervisor

10. PHYSICAL EFFORT . Does your position require physical exertion in the
normal performance of your duties?
Yes
No
If yes, please check appropriate box below:
Major portion of the day requires heavy lifting.
Minimal physical exertion occasionally.
Occasional lifting of heavy materials/objects.
I hereby certify that all information provided in the foregoing are true and
correct to the best of my knowledge.

Signature of Employee
Over Printed Name

Date

Signature of Supervisor
Over Printed Name

Date

Two phases :
Job Description
The content of the job, specifically the following
items: job title, code number, division/department,
nature of the job, duties and responsibilities,
methods and tools used, hours of work, the person
the worker is responsible to, funds and properties
responsible for, compensation and benefits, hazards
and risks, potentialities for promotion.

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Job Specification
This record is an enumeration of the qualifications of
the employees who is supposed to be appointed for
the job that is described.
It specifies the educational qualifications of the
employee who is supposed to be appointed for the
job that is described.
It specifies the educational qualifications, work
experiences, psychological traits, particularly the
mental and personality characteristics health status,
special qualifications like age, sex, status and
special skills needed.

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Figure 6.4
Job Description and Job Specifications
of School Principal of Dole Philippines School
JOB DESCRIPTION
Directs, coordinates and evaluates the educational and administrative
activities of DOLE Philippine School in conformity with MECS and school
boards policies.
Establishes and maintain relationship with MECS, community organizations
and other schools to coordinate its educational services.
Supervises assignment of teachers and pupils to classes.
Confers with faculty, pupils and parents on matters pertaining to educational
and behavioral problem in school.

 Formulates plans and policies for educational program and submits them
management for approval.
Prepares and present the school budget to management.
Creates an environment conducive to the attainment of the highest possible
standard of education for the students.

JOB SPECIFICATION : At least with a Masters Degree in education

preferably with strong Psychology background; with at least 3 years experience
as school principal; good moral character; willing to work with the company
permanently.

Job description and job specifications for the position of

School Principal of Dole Philippines School in Polomolok, South
Cotabato.

 Who does the job analysis?

The Human Resources Department is tasked to
prepare job descriptions and job specifications with
the cooperation of the line departments.
In big and medium scale organizations, depending
on the resources, either a job analyst who is a
specialist in this area is hired and is a permanent
staff of the department or a management consulting
group that does a job analysis is commissioned for
this purpose.

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FIGURE 6.7
Position Description and Qualification
Standards for Methods Analysts III of
Government Service Insurance System (GSIS)
MAN SPECIFICATIONS
Position Title: Methods Analysts III
Category: Technical
Job Grade: T 8
I.

Minimum age required:

twenty-eight (28 years old)

II.

Education required:
College graduate or knowledge equivalent to an accredited four or five-year
college.
Preferably bachelors degree in Engineering, Mathematics, Business
Administration, Social science (law, psychology and other related course).

Graduate studies in Business or public Administration, management

desired.
Substitution for deficiency in education|:
For every year deficiency in college education, 4 years of related work
experience/formal training with demonstrated ability is required.
III. Work Experience:
Four years of experience in systems and procedures design and analysis,
administration of standards with tested ability as a leader.
IV. Appropriate civil service elibility:
First grade or its equivalent.
V.

Special Knowledge/mental strengths/abilities required:

Must be able to perform analytical and creative work.
Must have professional competence; ability to honesty and constructively
work with other people; flexible and positive attitude.

VI. Special physical abilities/skills/strengths required:

Satisfactory physical and mental health.
VII. Must be able to operate/use the following equipment/tools:
All kinds of management and systems tools and other office equipment.
VIII.Others
A through knowledge of GSIS operations, policies, rules and regulations.

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USES OF JOB ANALYSIS RECORDS AND

INFORMATION
The cost in terms of time, effort and money in
the preparation of job description and job
specification is well paid off by their values if
properly utilized. While different have varying uses
for them, the most common ones are:
1. Serve as guide to job applicants in their decision
making of entry into organization.
2. Make the organizing and re-organizing processes
in the entire organization smooth and systematic.
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3) Assist in the hiring of personnel.

4) Serve as standard for performance evaluation.
5) Are used as guide for orientation and training.
6) Are used as a basis for job evaluation.
7) Serve as a guide to determine movement of
employees.
8) Promote wholesome relationships among staff
and employees.
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Job Design
Carrell and Kuzmits:
Job Design determines what work is done and,
therefore, greatly affects how an employee feels
about a job, how much authority an employees has
over and work, how much decision making the
employee has on the job, and how many tasks the
employee has to complete. Managers realize that
job design determines both their working
relationships with their employees and the
relationships among the employees themselves.

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 Job
designs
are
Production/Operations
Organization.

made
up
Department

by
of

the
an

The Human Resources Department is only coopted for its advice and suggestions on how job
content and technology affect human behavior
and vice versa.

HRM

Job designing is the domain

Production/Operations Department.

of

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Job Evaluation
It is the costing of each job attaching to its
proper money value. It is also called job rating or
job valuation.
Who does Job Evaluation?
It should be done by a professional expert or
group either of the Human Resources Department
or of an external organization that is
commissioned by management.

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Four standard approaches used in job evaluation

as given by Robbins.
Ranking method.
Jobs are arranged in a simple rank order from
highest to lowest.
Classification or grading method.
Key components or factors in each job as found in
the job analysis are isolated.

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 Point method.
The components in each job are determined like
responsibility, effort and skills and points are
allocated to each component.
Factor Comparison.
From a cross section of jobs, key jobs are chosen
as standards and as representative of duties and
responsibilities.

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Main Use of Job Evaluation.

Job Evaluation serves as a tool for
compensation system. The job rating plan
provides information and clues that can be used
as a framework for the entire organizations
compensation administration program which
should be reviewed periodically.

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