Lecture 1. Personnel management and Job analysis

إدارة شؤون الموظفين

By

Husam Al-Najar

The Islamic University of Gaza- Civil Engineering Department

Designing Performance appraisal (ENGC 6391 )

Personnel management: can be defined as obtaining, using and maintaining a satisfied

workforce. It is a significant part of management concerned with employees at work and with

their relationship within the organization.

According to Brech, “Personnel Management is

that part which is primarily concerned with

human resource البشرية الموارد of organization.”

According to Flippo, “Personnel management

is the planning, organizing, compensation,

integration and maintainance of people for the

purpose of contributing to organizational,

individual and societal goals المجتمعية األهداف .”

Personnel management deals with human resources of a concern. In context to human

resources, it manages both individual as well as blue- collar workers.

It includes the function of employment,

development and compensation- These

functions are performed primarily by the

personnel management in consultation with

other departments.

Is an extension to general management.

It is concerned with promoting and

stimulating competent مختص workforce

to make their fullest contribution to the

concern

exist to advice and assist the line

managers in personnel matters.

Therefore, personnel department is a

staff department of an organization

Nature of Personnel Management

lays emphasize on action rather than making

lengthy schedules, plans, work methods. The

problems and grievances المظالم of people at

work can be solved more effectively through

rationale منطقي personnel policies

It is based on human orientation التوجه. It tries to

help the workers to develop their potential fully

to the concern.

It also motivates the employees through

it’s effective incentive plans so that the

employees provide fullest co-operation.

• provides assistance to top management- The top management are the people who

decide and frame the primary policies of the concern. All kinds of policies related to

personnel or workforce can be framed out effectively by the personnel manager.

• advices the line manager as a staff specialist- Personnel manager acts like a staff

advisor and assists the line managers in dealing with various personnel matters.

• As a counsellor,- As a counsellor, personnel manager attends problems and grievances

of employees and guides them. He tries to solve them in best of his capacity.

• acts as a mediator- He is a linking pin between management and workers.

• He acts as a spokesman- Since he is in direct contact with the employees, he is required

to act as representative of organization in committees appointed by government. He

represents company in training programs.

Role of Personnel Manager

Personnel manager is the head of personnel department. He performs both managerial and

operative functions of management. His role can be summarized as:

Functions of Personnel Management

Manpower Planning

Recruitment

تطويع-تجنيد

Employee Selection

Training of Employees

Elements of Personnel Management

عناصر ومكونات ادارة شؤون الموظفين

Organization Job People

Elements of Personnel Management

1. Organization: is said to be the framework of many activities taking place in view of goals

available in a concern.

• An organization can be called as a physical framework of various interrelated activities.

• Right from manpower planning to employees’ maintainance, all activities take place

within this framework.

• The nature of the organization is dependent upon it’s goal.

• The business concern goal being profit- making. Clubs, hospitals, schools, etc. their goal

being service.

• The objective of consultancy being providing sound advice. Therefore, it is organizational

structure on which the achievement of goals of an enterprise depends upon. In personnel

management, a manager has therefore to understand the importance of organizational

structure

2. Job- The second element, i.e., jobs tell us the activities to be performed in the organization.

• It is said that the goals of an enterprise can be achieved only through the functional

department in it. Therefore, seeing the size of organization today, the nature of activities are

changing. تتغير األنشطة طبيعة فإن ، اليوم المنظمة حجم إلى بالنظر ، لذلك

• In addition to the three primary departments, personnel and research department are new

additions.

• Various types of jobs available are:

a. Physical jobs البدنية وظائف

b. Creative jobs خالقة وظائف ابداعية

c. Proficiency jobs المهارة وظائف

d. Intellectual jobs فكرية وظائف وذهنية

e. Consultancy jobs استشارية وظائف

f. Technical jobs فنية وظائف

3. People- The last and foremost element in personnel management is people. In a

organizational structure, where the main aim is to achieve the goals, the presence of

manpower becomes vital. Therefore, in order to achieve departmental goals, different kinds of

people with different skills are appointed. People form the most important element because:

1. The organizational structure is meaningless without it.

2. It helps to achieve the goals of the enterprise.

3. It helps in manning the functional areas. الوظيفية المجاالت إدارة في تساعد

4. It helps in achieving the functional departmental goals.

5. They make a concern operational.

6. They give life to a physical organization.

The different types of people which are generally required in a concern are:

1. Physically fit people

2. Creative people

3. Intellectuals

4. Technical people

5. Proficient and skilled people

In personnel management, a personnel manager has to understand the relationship of the

three elements and their importance in organization. He has to understand basically three

relationships:-

• Relationship between organization and job

• Relationship between job and people

• Relationship between people and organization.

Relationship between people and organization gives due importance to organizational

structure and the role of people in it.

Relationship between organization and job helps making a job effective and significant.

Relationship between job and people makes the job itself important

Job analysis is primary tool in personnel management. In this method, a personnel manager

tries to gather, synthesize and implement the information available regarding the workforce in

the concern. A personnel manager has to undertake job analysis so as to put right man on right

job.

Advantages of Job Analysis

• Job analysis helps the personnel manager at the time of recruitment and selection of right man

on right job.

• It helps him to understand extent and scope of training required in that field.

• It helps in evaluating the job in which the worth of the job has to be evaluated.

• In those instances where smooth work force is required in concern.

• When he has to avoid overlapping of authority- responsibility relationship so that distortion

.in chain of command doesn’t exist تشويه

• It also helps to chalk out the compensation plans for the employees. للموظفين التعويض خطط وضع على يساعد

• It helps the personnel manager to undertake performance appraisal effectively in a concern.

The information collected under job analysis is:

• Nature of jobs required in a concern.

• Nature/ size of organizational structure.

• Type of people required to fit that structure.

• The relationship of the job with other jobs in the concern.

• Kind of qualifications and academic background required for jobs.

• Provision of physical condition to support the activities of the concern. For example-

separate cabins for managers, special cabins for the supervisors, healthy condition for

workers, adequate store room for store keeper.

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.

Job description is an organized factual

statement of job contents in the form of duties

and responsibilities of a specific job.

• The preparation of job description is very

important before a vacancy is advertised.

• It tells in brief the nature and type of job.

• This type of document is descriptive in

nature and it constitutes all those facts which

are related to a job.

There are two outcomes of job analysis

Job Description

• Title/ Designation of job and location in the concern.

• The nature of duties and operations to be performed in that job.

• The nature of authority- responsibility relationships.

• Necessary qualifications that are required for job.

• Relationship of that job with other jobs in a concern.

• The provision of physical and working condition or the work environment required in performance of

that job.

Advantages of Job Description

• It helps the supervisors in assigning work to the subordinates so that he can guide and monitor their

performances. أدائهم ومراقبة توجيه من يتمكن حتى المرؤوسين إلى العمل إسناد في المشرفين يساعد

• It helps in recruitment and selection procedures.

• It assists in manpower planning and It is also helpful in performance appraisal.

• It is helpful in job evaluation in order to decide about rate of remuneration مكافأة for a specific job.

• It also helps in chalking out training and development programs. والتطوير التدريب برامج تطوير في يساعد أنه كما

Job Specification

• Job title and designation

• Educational qualifications for that title

• Physical and other related attributes

• Physique and mental health

• Special attributes and abilities

• Maturity and dependability

• Relationship of that job with other jobs in a concern.

Advantages of Job Specification

• It is helpful in preliminary screening in the selection procedure.

• It helps in giving due justification to each job.

• It also helps in designing training and development programs.

• It helps the supervisors for counseling and monitoring performance of employees.

• It helps in job evaluation and it helps the management to take decisions regarding promotion,

transfers and giving extra benefits to the employees.