You’re ready to hire a new monitoring and evaluation expert to take things to the next level in your organization. The monitoring and valuation ob description checklist is an important document in your tools. You know who you’re looking for, and you know this person is out there—all that stands between him or her and this new position, kicking ass in your company, is your ability to reach the right candidate and compel him or her to step up the plate.
Your most important tool in achieving that is a great job description—one that will make the right candidates stop dead in their tracks and think: I was made for this role.
But that’s easier said than done. Winging your JD is one of the most damaging mistakes you can make as you begin your search. To create an accurate, compelling, and authentic job description that attracts high-quality candidates, you need to be strategic and thorough in your approach.
Here, we will take a look at the importance of job descriptions (JD) and also outline the relevant components of a JD.
Read Also: Equitable Pay: The Modern Monitoring and Evaluation Workforce Demands It
Importance Of Job Descriptions #
Let’s look at three advantages of writing, updating, and maintaining well-drafted job descriptions.
1. Improve Your Recruitment Strategies
A well-drafted job description can help boost your recruitment efforts. For example, job descriptions help monitoring and evaluation applicants determine whether they’re a “fit” for the position. If the best candidates are applying, then the employer can enjoy a well-qualified candidate pool – the more detailed and specific the job description, the better the applicant – and with this, the more successful the employee will be.
2. Ensure that Expectations Are Met
As we’ve mentioned above, having a well-written job description can establish expectations for both the employees and the employer. Through job descriptions, employees understand what’s expected of them, allowing them to work more effectively. Additionally, it provides a structure to ensure that the duties are being handled by the employee, which establishes objective criteria by which the employer can measure the employee’s performance.
3. Improve Employee Accountability
In addition to ensuring that expectations are met, well-drafted job descriptions also improve employee accountability. Employers can better hold employees accountable to the position’s needs, expectations, performance, and decisions, while having a solid understanding of requirements. If the job description is not specific, then employees may find themselves performing tasks not fit for the role. Additionally, employers will find it challenging to address performance – and areas of improvement – if it’s unclear what the job entails. With a well-drafted job description, monitoring and evaluation professionals aren’t left to question their employers’ expectations and both parties are provided a structure that ensures that the duties and responsibilities are being met.
Components of a Job Description #
1. A summary statement.
These one or two sentences include a general statement of duties and mentions who the employee would report to.
2. Functions of the position.
Usually, this section is the most lengthy. It details what the job actually entails and can be quite specific. It should detail any supervisory functions in addition to being as specific as possible in describing tasks the employee will face every day. This is also the best place to indicate whether the person will deal with customers, the public or only internal employees. You can also use this section to place priorities on the activities.
3. Attributes needed for the position.
If the position involves the use of machinery (or computers), spell out what type of machines or software the employee will use. Also, detail any technical or educational requirements that may be critical or desired. This is the place to provide some insights into the type of work environment you are attempting to maintain. Is it pure business, or must the person be able to contribute to an overall spirit of the organization?
Provide details on the reporting and organizational structure. This will help the employee better understand how their activities fit into the total organization.
5. Evaluation criteria.
The more specific you can get the better. Writing this section will probably enable you to define what is most important for the organization as well as the employee. Try to make sure the evaluation criteria of the position will promote the type of activities to enhance the success of the business. Also, provide details on when evaluations will take place.
Including a range instead of a specific figure will give you more flexibility, but most people will feel they should be at the top of the range. It is usually better to have a specific dollar amount, especially if you are giving the job description to the employee. If your organization uses salary grades, use that.
7. Application Instructions
Finally, don’t forget the details! Make it easy for monitoring and evaluation professionals to get you their materials by including:
- How to apply (clear and detailed instructions)
- What to expect in the process, including dates
- Where to send questions or inquiries
Once each of these items is bulleted out and refined, make sure to get buy-in from your hiring team. When you have all the elements ironed out, it should look a lot like one of these. To be really sure that you’ve struck the right chords, run the job description by someone who you consider to be a great candidate so you can hear his or her feedback on how it might be improved.
With your killer job description in hand, you’re now ready to undertake the difficult part of hiring: making sure that as many well-qualified candidates as possible see the job ad from trusted sources. Knowing that you have the perfect job description means that as the posting makes its way through your networks and into the world, you can feel confident that no one who’d be a great fit will overlook it.
Related: Why Monitoring and Evaluation Job Descriptions Matter
Key Takeaways #
Using job descriptions will help an organization better understand the experience and skill base needed to enhance the success of the company. They help in the hiring, evaluating, and potentially terminating of employees. All too often, there is a misunderstanding of what a position entails, and a well-prepared job description can help both sides share a common understanding.