This document provides guidance on how to write an effective job description. It recommends including sections for the job heading, purpose, main duties and responsibilities, work relationships, and required knowledge, qualifications, skills and experience. For each section, it provides details on what information should be included. For example, the job purpose section should be a concise one sentence description of why the job exists, while the main duties section should focus on key results and link to organizational goals. The document emphasizes making requirements specific to the job and tailoring sections to accurately capture a position's essential functions.

1. How to Write
Job Description
Htain Lin Kyaw (HR)

2. ContentContent
Job HeadingsJob Headings
 Job PurposeJob Purpose
 Main Duties and ResponsibilitiesMain Duties and Responsibilities
Work RelationshipsWork Relationships
Knowledge, Qualifications, Skills and Experience (Job Specification)Knowledge, Qualifications, Skills and Experience (Job Specification)

4. JobJob HeadingsHeadings
 Job TitleJob Title
Department / DivisionDepartment / Division
Report toReport to
CCCC
Immediate SuperiorImmediate Superior
Effective DateEffective Date

5. JobJob PurposePurpose
 Why the job exists – accurate and conciseWhy the job exists – accurate and concise
 One sentenceOne sentence
 Specific to the job, not a general statementSpecific to the job, not a general statement

6. Main Duties and Responsibilities
 Taken together, show theTaken together, show the keykey outputs of your joboutputs of your job
 Focus on results, NOT duties or activitiesFocus on results, NOT duties or activities
 TimelessTimeless
 DistinctDistinct
 Specific to the jobSpecific to the job
 Link to the purpose of the organisationLink to the purpose of the organisation
 Experience tells us that most jobs have betweenExperience tells us that most jobs have between
five and tenfive and ten keykey distinct areas in which results aredistinct areas in which results are
expectedexpected

7. Generating Main Responsibilities
 List all tasksList all tasks
 Cluster into areas of contributionCluster into areas of contribution
 Write one or two responsibilities for each clusterWrite one or two responsibilities for each cluster

8. Knowledge, Qualifications, Skills & ExperienceKnowledge, Qualifications, Skills & Experience
 Broad range of knowledge, qualifications, skills and experienceBroad range of knowledge, qualifications, skills and experience requiredrequired
for the jobfor the job
 May include:May include:
• Formal qualificationsFormal qualifications
• Technical expertise / skillsTechnical expertise / skills
• Relevant experienceRelevant experience
• Test the requirements against the Main Responsibilities and the Planning &Test the requirements against the Main Responsibilities and the Planning &
OrganisingOrganising
• Examples – Lab technicianExamples – Lab technician
• Biology degreeBiology degree
• 2 years lab experience2 years lab experience

9. Work Relationships
 Highlight key relationshipsHighlight key relationships
 Nature of relationship (i.e. sharing information, influencing,Nature of relationship (i.e. sharing information, influencing,
advising etc)advising etc)
 Frequency of contactFrequency of contact
 Examples – Admissions AdministratorExamples – Admissions Administrator
• Provide information and advice to admissions tutors inProvide information and advice to admissions tutors in
academic departmentacademic department
• Respond to enquiries from the general public providingRespond to enquiries from the general public providing
information and advice.information and advice.

10. Other
 Context and Special Features – Anything not adequately covered– Anything not adequately covered
in other sections AND is important to an understanding of the jobin other sections AND is important to an understanding of the job
 Examples:Examples:
• Project basedProject based
• On-call dutiesOn-call duties

11. Verification
 Agreed version to be signed by job holder and managerAgreed version to be signed by job holder and manager
Thank YouThank You