Developing a job description plays an important role in attracting potential candidates to the business. In this article, 1C Vietnam will guide how to build a detailed, standard job description to serve the recruitment process of businesses.

1. What is a job description?

A job description (Job Description - JD) is an internal document that describes in detail the requirements and skills needed for a job. Job descriptions help employees understand their duties and provide important information so they can determine the direction of their career.

2. The role of developing job descriptions

Developing a job description plays an important role in a business's recruitment process. By developing job description documents, positions in the organization become clearer and easier to understand, avoiding duplication of tasks. This brings convenience to businesses in human resource management.

The job description also helps create initial communication between the candidate and the employer. Through the description, candidates can evaluate whether the job matches their personal goals before applying.

Employers can also search and select candidates who match the requirements based on the job description. After successful selection, JD supports HR and managers in guiding and transferring work accurately and effectively to new employees.

In business administration, building job descriptions helps accurately evaluate employee performance. By measuring task completion, error levels, and areas for improvement, job descriptions also help create consistency in management, minimizing the need to rehire or leave employees due to unsuitable for the job.

3. 5 steps to build today's standard job descriptions

3.1 Step 1: Collect information about the job

The first process in building a qualified job description is to collect necessary information about each job position. To ensure that a job description is suitable for the company and competitive in the human resource market, businesses need to collect information from both internal and external sources.

3.2 Step 2: Determine the work environment

The next step in the process of developing a job description is to define the context in which the job will be performed, including the following elements:

• Reporting relationship: Positioned within the organizational structure and demonstrates accountability to superiors.
• Supervisory relationship: Determine in an organization who will take on the role of supervising and managing the work process of employees.
• Relationships with colleagues: Is the relationship between departments in supporting each other.
• Working environment conditions: Refers to providing employees with the necessary conditions for employees to perform their jobs well such as workspace, support equipment, etc. Businesses also need to pay attention Pay attention to environmental factors that can be dangerous or interrupt the work process, such as temperatures that are too high or too low, a noisy or vibrating working environment.

3.3 Step 3: Identify each work item

Job content includes the functional activities performed by employees to achieve work goals. Work content is divided into three levels from general to detailed:

• Level 1 - Comprehensive: Provides information about general functions/tasks.
• Level 2 - Specific: Explain tasks specifically, which is what the employee must perform when implementing a job function or to create a specific product/service.
• Level 3 - Details: Detailed tasks need to be implemented to complete the job.

3.4 Step 4: Provide job requirements

Determining the requirements for the performer is an important part of the process of developing a job description . Requirements for employees include the following aspects:

• Knowledge: Expert knowledge and understanding are required to perform tasks effectively.
• Skill: Able to perform a specific task or able to do so after training.
• Competence: Ability to perform tasks unrelated to skills and operations, including thinking, mental, physical and psychological abilities.
• Other requirements: Some requirements related to legality (degrees, certificates), personality (work ethic, professional ethics) and readiness (start date).

3.5 Step 5: Determine authority for the job

The final step to complete the process of developing a job description is to clearly define the authority of the implementer. This ensures that employees receive legitimate benefits as mentioned in the previous section. Enterprises need to note that the powers must be fully listed to ensure benefits for the person performing the work.

4. Summary of job description samples by position

4.1 Job description for sales staff position

Job description:

• Promote goods exchange activities with customers.
• Build trust and credibility with customers.
• Drafting contracts, agreements and signing contracts with customers.
• Resolve complaints and problems arising from customers.
• Old customer service.
• Consulting and conveying information about the company's products/services to customers.
• Develop a system of potential customers using the company's products/services.

Request:

• Graduated from university or college with majors in Business Administration, Economics, Marketing or equivalent qualifications.
• Have X years of experience in a similar position.
• Good communication skills, foreign language is an advantage.
• Proficient in office information technology and CRM software.
• Responsible, dynamic, with good analytical and situation handling skills.
• Have personal transportation.

Right:

The employer will explain the mechanism that the company applies to this position.

4.2 Job description for general accountant position

Job description:

• Determine the arising transactions.
• Accounting for income, debt, depreciation, fixed assets, taxes,...
• Finalize taxes according to the provisions of law and ensure on time.
• Prepare accounting and financial reports monthly, quarterly and annually according to company regulations.
• Develop accounting methods suitable for the company.
• Report directly to the Director or chief accountant (if any).
• Store accounting documents.
• Reconcile the ending balance and actual revenue and expenditure results.
• Monitor debt and handle debt.
• Explain specific data and provide records when needed.
• Compare and balance accounting data in detail.

Request:

• Graduated from university majoring in accounting, finance and auditing.
• Proficient in computer skills and accounting software.
• Have skills in synthesizing, processing data and reporting data.
• Master general accounting operations.
• Have X years of experience working in a similar position.
• Meticulous, careful with numbers and responsible for work.

Benefits: Based on the company's welfare policy

4.3 Job description for the position of human resources administrative staff

Job description:

• Plan and implement recruitment programs according to the needs of the department and company, including: Collaborate with managers at all levels to develop job descriptions , search and attract candidates, conduct resume screening, Schedule interviews and send notification emails to candidates,...
• Manage and store records on employees, departing employees, candidates who do not meet the requirements or candidates who pass but refuse.
• Manage documents and records related to human resources.
• Manage company stationery and facilities.
• Managing the company's training process includes receiving training requests, planning training with departments, managing post-training testing, and collecting learner opinions.
• Synthesize workdays, timekeeping for employees, manage licenses, leave registration and travel applications of employees.
• Human resources reports by month, quarter and year.
• Plan and organize activities for employees such as birthdays, summer trips, year-end parties, team building,...

Request:

• Graduated from University or College majoring in Human Resources Management or equivalent degrees.
• Have X years of working experience in a similar position.
• Cheerful personality, sociable, enthusiastic, responsible at work.
• Have good communication skills, planning and handling arising situations.
• Proficient in office.

Benefits: Based on the company's policies and benefits set out.

The above article by 1C Vietnam has provided some important information on how to build a job description as well as suggested some job description templates for each position. Hopefully the above useful information will help businesses create a specific and detailed job description for their vacancies.