2. ii
REPORT 01
Prepared For
Md. Kazimul Hoque
Lecturer – Management
School of Business & Economics
United International University
Prepared By
Group: 3
Serial Number Name ID
11 Shagufta Rahman 111151022
13 Tahrima Akter 111151118
15 Fatema Tuz Zohra 111151150
17 Nowshin Naina 111151237
19 Annur Intisar 111151257
April 6, 2017
United International University
3. iii
Letter of Transmittal
April 6, 2017
Md. Kazimul Hoque
Lecturer- Management
School of BusinessandEconomics
UnitedInternational University
Subject:Submissionof report on case solving.
Sir,
We are pleasedtosubmitthe report on case solvingthat you asked for and give us the authorization to
work on “Case Study on Job Analysis” We tried our best to work on it carefully and sincerely to make
the report informative.
The study we conductedenhancedour knowledge tomake anexecutive report.Thisreporthas given us
an exceptionalexperiencethatmighthave immenseusesinthe future endeavorsandwe sincerelyhope
that it would be able to fulfill your expectations.
We have put our sincere effort to give this report a presentable shape and make it as informative and
precise as possible. We thank you for providing us with this unique opportunity.
Yours Sincerely,
On behalf of the members of Group: 3
Shagufta Rahman.
4. iv
Acknowledgement
It is our esteemed pleasure to present the report on “Case Study on Job Analysis”. We express our
deep gratitude to our course guide, Md. Kazimul Hoque (Lecturer – Management, School of Business
and Economics),whogave usthe inspirationtopursue the reportandguidedusin thisendeavor.He has
been a constant source of motivation and encouragement for us. Besides, he provided us with all the
informationneededtodothis report, made us clear about all related concepts and taught us properly.
We thank him for all the initiative and zeal he filled us with throughout the repot work.
5. v
Executive Summary
JobAnalysis isa processtoidentifyanddetermine indetailthe particular jobdutiesandrequirements
and the relative importanceof these dutiesforagiven job.JobAnalysis isaprocesswhere judgments
are made aboutdata collectedona job.
It isalso knownas work analysis.Itis a family of procedures to identify the content of a job in terms of
activities involved and attributes or job requirements needed to perform the activities. Job analysis
provides informationtoorganizationswhichhelpstodetermine whichemployeesare bestfitforspecific
jobs.Throughjobanalysis,the analystneedstounderstandwhatthe importanttasksof the jobare,how
they are carried out, and the necessary human qualities needed to complete the job successfully.
One of the main purposes of conducting job analysis is to prepare job descriptions and job
specifications which in turn help hire the right quality of workforce into an organization. The general
purpose of job analysis is to document the requirements of a job and the work performed.
Jobdescriptionisabroad, general,andwrittenstatementof aspecificjob,basedonthe findingsof ajob
analysis.Itgenerallyincludesduties,purpose,responsibilities,scope,andworkingconditionsof ajob
alongwiththe job'stitle,andthe name or designationof the persontowhomthe employeereports.Job
descriptionusuallyformsthe basisof jobspecification.
Jobspecificationisastatementof employeecharacteristicsandqualificationsrequiredforsatisfactory
performance of defineddutiesandtaskscomprisingaspecificjoborfunction.Jobspecificationis
derivedfromjobanalysis.
6. vi
Contents
Letter of Transmittal......................................................................................................................... iii
Acknowledgement.............................................................................................................................iv
Executive Summary ............................................................................................................................v
Case: 01.............................................................................................................................................1
Case: 02.............................................................................................................................................4
Case: 03.............................................................................................................................................9
Reference ........................................................................................................................................11
7. 1
Case: 01
A Trading Assistant’s Job
Basedon the viewof whatis happeninginFortunate Financial Services Limited (FFSL). Robin Singh,
the branch managerof Delhi office,concludedthatone of the first things he had to attend involved
developing job descriptions for his one-line trading assistants.
The daily turnover of the FFSL’s Branch in the Connaught circus area has been going up steadily in
the recent times, thanks to the stock market boom in January, 2000; it has reached an all time high
of 7 crore. To in cash the opportunities presented by the boom FFSL had recruited 5 additional
assistants- all younggraduateswithovertwoyearsof experience in stock market operations taking
the total number of assistants to 12. Two supervisors have also been appointed about six months
back to oversee tradingarrangementsandbackoffice operations.The branchallowstrading in stock
belonging to BSE, NSE and DSE. Each assistant had to look after the requirement of more than 30
clients on daily basis. In recent times, FFSL face the number of problem on settlement day
Major steps taken to sustain with the rise and fall of Stock Prices:
Clientsexceededtheirlimitwithactivecooperationfromtradingassistants/Supervisors.
Clients issued checks which bounced back later on.
Sharescertificateswere nothandedoverin time or delivery slips not handed in over in
cases of dematerialized stocks.
Clientssimplydisappearedfor awhile,whenevertheytookalongpositionina particular
scrip - only to surface when the price is up.
Problem discussed with the Management:
Clearly define the roles and responsibility of trading assistants and supervisors.
Assessthe networthof a clientcarefullybefore enrolling him as a member. Set trading
limits clearly and circulates this to assistants daily.
On the settlement day ask the clients to pay or square up.
Collect amount from clients on a daily basis whenever they exceeded limits.
Make the entire group responsible, whenever they allowed clients to exceed limits.
Questions:
(1) What should be the formal and final form of the trading assistant’s job description?
(2) Is it advisable to specify rules and regulations in the body of the job descriptions or
should these be kept separately?
(3) How would you have conducted the job analysis in the above case?
8. 2
Summary
Branch Manager Robin is going to develop single line based trading assistants job description. For
increasing trend of turnover his company recruited five additional assistants to handle more than
thirty clients on a day in average to supervisor in working just under manager to oversee trading
arrangementandtake responsibility of back office. Existing even seven trading assistant had faced
some problems with management and also with clients. That is the main reason to recruit new
people in the team.
Answer to the question no.1
The formal and final form of the trading assistant’s job description is presented below:
JOB DESCRIPTION
JOB TITLE: Trading Assistant REPORTS TO: Trader
DIVISION: Middle-office DEPARTMENT: Trading
SUMMARY
TradingAssistant’sworkwithhedge fundsortradinggroupstotrade stocksand increase the value
of theirassignedstockportfolios.Theyoftenworkina team withPortfolioManagers,Researchers,
operationsstaff andLegal groupsto ensure theirclients’portfolioscontinuetogrow invalue.
DUTIES AND RESPONSIBILITIES
Reviewing the transactions on a customer’s account to ensure financial accuracy.
Assisting with trade executions in case of when account executives are not present.
Monitoring the market as a whole in order to keep the rest of the firm informed.
Coordinating transactions with portfolio managers and investment teams with regards to
their trade ideas, information flow and data requests.
Summarizing the daily transactions and earnings into reports for each client’s account.
Conducting clerical services like distributing mail to the staff, filling records or documents
intothe system, preparing documents for contracts or legal record, and preparing research
or technical reports.
REQUIRED SKILLS
Core skills:
Extensive experience withadvancedspreadsheetprogramssuchasAdvancedExcel,VBA and
SQL
Understandingof economicsandaccounting, withaworkingknowledgeof economicand
accountingprinciplesandpractices,banking,financial marketsandworkingwithfinancial
information
Strongmathematical skills,includingfamiliaritywithalgebra,arithmetic,geometry,
statistics,calculusandhowto applythemtofinancial markets
9. 3
Customerservice skills,includingmeetingcustomerneeds,workingwithstandardoffice
machinery,offeringqualitystandardsof service andevaluatingcustomersatisfactionina
timelyandprofessional manner,despite the fast-pacedenvironment.
Advanced skills:
Previousexperienceinbank,creditorglobal trade or brokerage focusedhedge funds.
Previousacademicexcellence inthe fieldsof mathematics,economics,the physical sciences
or engineering.
Experiencedwith global capital marketsandcreditderivatives.
Answer to the question no.2
It isnot mandatoryto specifyrules and regulations in job description body. A separated regulation
can be more effective
Answer to the question no.3
By followingthe steps mentionedbelow,Iwouldhave conductedthe jobanalysis in the above case:
Identifying the job to be analyzed
Determining procedures to be used (methods) in collecting job data
Reviewing the data collected
Summarizing and documenting the data collected.
10. 4
Case: 02
Name of the organization – APOLLO HOSPITAL
ApolloHospital hasbeengrowinginsize as it offers quality, prompt-caring services to the patients.
Dr. Chandrashekarthe Administratorisapersonwithgoodmedical knowledge but lacks knowledge
and skillsinvolvedinhumanresourcesmanagement. The hospital has large quantities of medicine,
equipment, spare parts of important machines installed in the hospital. As usual, the Hospital has
employed a “storekeeper” with no previous experience of Hospital Stores. Mr. Ramakant the
storekeeperwasworkingearlierinanengineeringfirmandhadsufficientknowledge of such stores.
Ramakant reports to the purchase Executive whose job is to order requisite materials for
requirementsof the entire Hospital, Dr.Chandrashekharhasbeenreceivingvariouscomplaintsfrom
the staff and doctors of non-availability of medicines, drugs, spares of equipment and other
consumables required in the Hospital having 500 beds. Since the hospital so far did not employ a
qualifiedPersonnel Manager, the administrators are not aware of the job analysis procedures, nor
do they have job description and job specification of any of the jobs being performed.
Questions:
(1) Write down the job analysis, job description and job specification of a storekeeper’s job.
(2) What specificstandards and specification would you include in the job description and job
specification?
(3) How would you go about in developing a standard job description and specification?
(4) Which are the staff members from whom you would collect useful information and
requirements of this job?
11. 5
Summary
ThoughApolloHospital ishuge in size with500 beds butits administrationisverypoor.The cause of
these the hospital has employed inexperience ‘’Storekeeper ‘’and ‘’Personal Manager’’. The
administrationsare notaware of the jobanalysisproceduresandjobspecification of any of the jobs
being performed.
Answer to the question no.1
A storekeeper’s job analysis should cover:
1) Work activities
2) Human behaviors
3) Machine, tools, equipment and work aids
4) Performance standards
5) Job context
6) Human requirements
(Other skills and Qualifications)
1) Analyzing Information
2) Judgment
3) Verbal Communication
4) Managing Processes
5) Legal Compliance
6) Productivity
7) Quality Focus
8) Attention to Detail.
This job analysis can be used for:
1) Recruitment and selection
2) Training and development
3) Performance appraisal
A storekeeper’s job specification should include:
1) Receives,stores,andissuessuppliesandequipment and compiles records of supply transactions
aboard ship: Verifies that supplies received are listed on requisitions and invoices.
2) Stores supplies and equipment in storerooms.
3) Issues supplies.
4) Inventories supplies and equipment at end of each voyage.
5) Compiles report of expenditures.
12. 6
6) May be designated according to department worked in as Storekeeper, Deck; Storekeeper,
Engineering; Storekeeper, Steward.
A storekeeper’s job description
EXPERIENCE
1) A minimum 2 years of experience is required.
2) Experience in selling products.
EDUCATION QUALIFICATION
Candidate must have a bachelor degree.
SKILLS & KNOWLEDGE REQUIRED
Candidate must have strong communication skills.
Candidate must be very confident.
Ability to give presentation in front of a large audience.
Can perform under high pressure.
Experience in cold calling & lead generation.
Can make go to market strategy.
Ability to work in an environment of constant change.
Experience in working flexible environment.
Should have a go getter attitude.
HIGH LEVEL OVERVIEW OF JOB REQUIREMENT
Workingas a keypointbetweencustomer&organization.
Physical fitness
Drivinglicense
Answer to the question no.2
The standards and specifications we should consider while setting the job description and
specification:
Standardsshouldbe mutuallyagreeduponbysupervisorand employee. It is absolutely
essential that employees know and understand the performance standards against
which they will be measured.
Standards should be realistic and achieve.
Standards should be set slightly above average. They should be achievable but set to
make the employee strain a little.
Standardsshouldbe flexible.Itshouldbe possible to amend the standard if unforeseen
circumstances arise that make the standard unachievable.
13. 7
Specifications that we should include in the job specification:
They must know about how to receives, stores, and issues supplies and equipment and
compilesrecordsof supplytransactionsaboardship,Verifiesthatsuppliesreceivedare listed
on requisitions and invoices.
Must Store some supplies and equipment in storerooms.
Must issue the supplies.
Inventories supplies and equipment at end of each voyage.
Must be compiling the report of expenditures.
Must be designatedaccordingtodepartmentworkinginasStorekeeper, Deck Storekeeper,
Engineering, Storekeeper, hospital storekeeper.
Specifications that we should include in the job description:
1) Candidate must know strong verbal communication skills.
2) Candidate must be very confident for hisher job.
3) Ability to perform under high pressure.
4) Must Experience about cold calling & lead generation.
5) Ability to work in any type of environmental situation of constant change.
6) Always show great attitude with customer.
Answer to the question no.3
Write the jobdescription: I suggest: this company may have a format for job descriptions so check
withHumanResources.Often,however,all HRexpectsisalistof the responsibilitiesandtheyprefer
to develop the final format congruent with other job descriptions across the company.
These are the normal components of the job description:
Main Activities/Responsibilities:Thisisa listof the mainresponsibilities with an emphasis
on contribution and outcomes, and should be listed in order of importance. This
statement is appropriate because it includes information on the three elements
mentioned above:
What is done: Work is allocated
To what or with whom: To four clerical assistants
To achieve what end result: The smooth and efficient running of the Departmental Office.
Overall position description with general areas of responsibility listed
Essential functions of the job described with a couple of examples of each,
Required knowledge, skills, and abilities,
enquired education and experience,
Review the job description periodically to make sure it accurately reflects what the
employee is doing and your expectations of results from the employee.
14. 8
Use the job descriptionas a basis for the employee developmentplan(PDP) Anemployee's
jobdescriptionisintegral inthe developmentof hisorher quarterlyemployeedevelopment
plan.
An effective jobdescriptionestablishesabase so that an employee can clearly understand what
theyneedtodeveloppersonally,andcontribute to your organization. Develop job descriptions
to provide employees with a compass and clear direction.
Answer to the question no 4
Collecting useful information and requirements of this job from the staff member:
Gather the appropriate people for the task: The manager to whom the position will report
takes the lead in developing a job description, but other employees who are performing
similarjobscan contribute to its development, too. Additionally, if the position is new and
will relieve current employees of workload, they should be part of the discussion.
Performa job analysis:I needas muchdata as possible todevelopajobdescription.The job
analysis may include:
The job responsibilities of current employees.
Internet research and sample job descriptions online or offline highlighting similar jobs.
An analysisof the work duties, tasks, and responsibilities that need to be accomplished by
the employee filling the position.
Research and sharing with other companies that have similar jobs.
Articulation of the most important outcomes or contributions needed from the position.
If we can gathermore information,the easier the actual task of developing the job description will
be.
15. 9
Case: 03
Job Descriptionat RedLobster
Red Lobster operates over 670 casual-dining seafood restaurants in the US and Canada, employing
more than 63,000 people. When Red Lobster developed a new business strategy to focus on value
and improve its image, it established a new vision, mission, and goals for the company. The
restaurant chain simplified its menu with the highest-quality seafood it could offer at mid-range
prices,tradeditsrestaurants’tropical themesforacrisp,cleanlookwithwhite-shirt-and-black-pants
uniforms for its employees, and added Northeastern coastal imagery to its menu and Web-site.
Executing the new mission and differentiation strategy required hiring fun, hospitality-minded
people who shared its values.
Although Red Lobster had not had any problem with hiring restaurant managers, the company felt
that the managers it hired did not always reflect Red Lobster’s strategy, vision and values. The
company also realized that their old job descriptions did not reflect the passion its new strategy
needed from its employees.
Question:
RedLobsterasks youropinionof whatit shoulddoinwritingitsjobdescriptionstoimprove the fit
betweenitsnewmanagementhiresanditsnew businessstrategy.
16. 10
Summary
Redlobsterhasover670 casual diningseafoodrestaurantsinclude 63000 employees.Itestablished
newmissionvisiongoal forgettingmore customersatisfaction.Butthe new hiredmanagerdidnot
followhisstrategyvisionandvalues.Thentheyrealizedtheiroldjobdescriptiondidn’twork.
Answer to the question:
RedLobstershouldlookforthese things initsmanagerswhile writingitsjobdescriptions,to
improve the fitbetweenitsnewmanagementhiresanditsnew businessstrategy:
Accomplishesrestauranthumanresource objectivesbyrecruiting,selecting,orienting,
training,assigning,scheduling,coaching,counseling,anddiscipliningemployees;
communicatingjobexpectations;planning,monitoring,appraising,andreviewingjob
contributions;planningandreviewingcompensationactions;enforcingpoliciesand
procedures.
Plansmenusbyconsultingwithchefs;estimatesfoodcostsandprofits;adjustsmenus.
Controls costs by reviewing portion control and quantities of preparation; minimizing
waste; ensuring high quality of preparation.
Publicizesthe restaurantby designingandplacingadvertisements; inviting food editors
to reviewthe restaurant;contactinglocal,regional,andnational magazineswithfeature
ideas; encouraging local businesses to hold social events at the restaurant.
Maintainsambiance bycontrollinglighting,backgroundmusic, linen service, glassware,
dinnerware, and utensil quality and placement; monitoring food presentation and
service.