job analysis has two parts job description and job specification

1. JOB SPECIFICATION
Introduction:
Job Analysis is a primary tool to collect job-related data. The process results in collecting and
recording two data sets including job description and job specification. Any job vacancy cannot
be filled until and unless HR manager has these two sets of data.
It is necessary to define them accurately in order to fit the right person at the right place and at
the right time. This helps both employer and employee understand what exactly needs to be
delivered and how.
Both job description and job specification are essential parts of job analysis information. Writing
them clearly and accurately helps organization and workers cope with many challenges while
onboard.
JOB SPECIFICATION DEFINITION:
A job specification describes the knowledge, skills, education, experience, and abilities you
believe are essential to performing a particular job. The job specification is developed from

2. the job analysis. Ideally, also developed from a detailed job description, the job specification
describes the person you want to hire for a particular job.
A job specification cuts to the quick with your requirements whereas the job description defines
the duties and requirements of an employee’s job in detail. The job specification provides
detailed characteristics, knowledge, education, skills, and experience needed to perform the job,
with an overview of the specific job requirements.
Job Specification is a statement which tells us minimum acceptable human qualities which helps
to perform a job. Job specification 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.
The contents are:
1. Job title and designation
2. Educational qualifications for that title
3. Physical and other related attributes
4. Physique and mental health
5. Special attributes and abilities
6. Maturity and dependability
7. Relationship of that job with other jobs in a concern.
The personal attributes that are described through a job specification may be classified into three
categories
Essential attributes: skills, knowledge and abilities (SKAs) a person must possess.
Desirable attributes: qualifications a person ought to possess.
Contra-Indicators: attributes that will become a handicap to successful job performance.

3. COMPONENTS OF A JOB SPECIFICATION:
Experience:
Number of years of experience in the job you are seeking to fill. Number of years of work
experience required for the selected candidate. Note whether the position requires progressively
more complex and responsible experience, and supervisory or managerial experience.
Education:
State what degrees, training, or certifications are required for the position.
Required Skills, Knowledge and Characteristics:
State the skills, knowledge, and personal characteristics of individuals who have
successfully performed this job. Or, use the job analysis data to determine the attributes you need
from your “ideal” candidate. Your recruiting planning meeting or email participants can also
help determine these requirements for the job specification.
High Level Overview of Job Requirements:
A job specification is useful for recruiting as it helps you write your job postings and
your website recruiting material. The job specification is also useful for distribution in social
media, for screening resumes, and for interviewers.
PURPOSE OF JOB SPECIFICATION:
 Described on the basis of job description, job specification helps candidates analyze
whether are eligible to apply for a particular job vacancy or not.
 It helps recruiting team of an organization understand what level of qualifications,
qualities and set of characteristics should be present in a candidate to make him or her
eligible for the job opening.
 Job Specification gives detailed information about any job including job responsibilities,
desired technical and physical skills, conversational ability and much more.
 It helps in selecting the most appropriate candidate for a particular job.
ADVANTAGES OF JOB SPECIFICATION
1. It is helpful in preliminary screening in the selection procedure.
2. It helps in giving due justification to each job.

4. 3. It also helps in designing training and development programs.
4. It helps the supervisors for counseling and monitoring performance of employees.
5. It helps in job evaluation.
6. It helps the management to take decisions regarding promotion, transfers and giving extra
benefits to the employees.
7. It helps in selecting the most appropriate candidate for a particular job.
DISADVANTAGES OF JOB SPECIFICATION
Though it assists general managers in decision making process but it has its own limitations.
1. The process may take very long and consumes lot of human efforts. Since, it involves
collecting detailed information.
2. The biased nature of the job analyst can cause severe problems.
3. The data collected may not be 100% genuine.