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Difference Between Job Description and Job Specification

job description vs specificationWith the help of job analysis, two main documents are prepared namely, job description and job specification. Job Description differs from job specification, in the sense that the former is a statement that explains the essential needs of a job whereas the latter is a statement which states the least qualifications, required in the job holder for the performance of a particular job.

These are an integral part of HRM because it is required for every single position of the organisation, whether it is a finance manager, HR manager, production manager, marketing manager or any other job of low echelon.

Job description list out the job title, tasks, duties, roles and responsibilities, with respect to the particular job. On the other hand, job specification is concerned with the listing of the incumbent’s qualification, skills, and abilities, that are needed to discharge the job efficiently. The article presents you significant differences between job description and job specification in tabular form.

Content: Job Description Vs Job Specification

  1. Comparison Chart
  2. Definition
  3. Key Differences
  4. Conclusion

Comparison Chart

Basis for ComparisonJob DescriptionJob Specification
MeaningJob Description is a concise written statement, explaining about what are the major requirements of a particular job.The statement which explains the minimum eligibility requirements, for performing a particular job is known as Job Specification.
Lists outJob title, duties, tasks and responsibilities involved in a job.Employee's qualification, skills and abilities.
What is it?It expresses what a prospective employee must do when he will get the placementIt expresses what an applicant must possess for getting selected.
Prepared fromJob AnalysisJob Description
DescribesJobsJob Holders
Comprises ofDesignation, place of work, scope, salary range, working hours, responsibilities, reporting authority etc.Educational qualifications, experience, skills, knowledge, age, abilities, work orientation factors, etc.

Definition of Job Description

A simple, organised and brief statement in written form, containing a list of all the essential requirements of the job, along with a summary of duties and responsibilities to be performed by the jobholder is known as Job Description. It is the immediate and the primary output of Job Analysis. In short, it is a statement that captures all the relevant facts related to a specific job.

Job description shows a clear picture of the nature of each job with respect to the tasks and occupational needs. It is an accurate and authorised record of job contents. It incorporates major authorities, duties, scope of work, role and purpose. It is a comprehensive job summary that all the necessary details are extensively curtailed in a concise way. It defines the primary and secondary conditions required for the performance of the concerned job.

It is easy with the help of the job description to legitimise rewards and punishments if the applicants do not satisfy the job requirements. Moreover, it is also easy to identify the training needs of the job holder.

Definition of Job Specification

A statement that expresses the minimum qualification and qualities required, for the performance of a particular job is known as Job Specification. It is also termed as Man Specification or Person Specification or Employee Specification.

Job Specification is prepared on the basis of Job Description, which states the characteristics that an employee should have, to hold the job. It converts the job description in terms of pertinent human qualifications which are demanded by the job. It is developed in consultation with the supervisor and the human resource manager.

The creation of job specification is not an easy task because sometimes it seems difficult to classify that whether a particular requirement is compulsory or desirable. However, it helps to ascertain that, on what basis a person is recruited and examined. Some common specifications are as under:

  • Physical features: Height, weight, vision, etc.
  • Demographic features: Age, experience, gender, education, skills, abilities, etc.
  • Psychological features: Mental ability, alertness, sharpness, aptitude, reasoning, etc.
  • Personal features: Attitude, behavior, etiquette, manners etc.

Key Differences Between Job Description and Job Specification

The difference between job description and job specification can be drawn clearly on the following grounds:

  1. Job Description is a descriptive statement that describes the role, responsibility, duties, and scope of a particular job. Job Specification states the minimum qualifications required for performing a particular job.
  2. Job Description is the outcome of Job Analysis while Job specification is the result of Job Description.
  3. Job Description describes jobs, but Job Specification describes job holders.
  4. The job description is a summary of what an employee will do after getting selected. Conversely, Job Specification is a statement showing what a person must possess for getting selected.
  5. Job Description contains designation, place of work, scope, working hours, responsibilities, reporting authority, salary range, etc. On the other hand, Job Specification contains educational qualifications, experience, skills, knowledge, age, abilities, work orientation factors, etc.

Conclusion

Recruitment is a very difficult task, as it involves a chain of activities. The first step for it is job analysis, which is conducted by employing various methods like surveys, questionnaires, interviews, etc. After that, a statement is prepared what a particular job demand and that statement are known as Job Description and this statement is the mirror of Job Analysis.

With the help of Job Description, Job Specification is created, which specifies the precise human requirements of the Job, through which an advertisement can be placed for such recruitment and on the basis of Job Specification selection of the candidate is possible.

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Comments

  1. semangie victoria mogana says

    March 8, 2016 at 11:18 am

    well explained

    Reply
  2. sonali sharma says

    June 3, 2016 at 5:53 pm

    very well explained.

    Reply
  3. Muhammad Hammad Rafique says

    August 14, 2016 at 8:41 pm

    Well explained Mam, I am very confused in both things. Thank you so much

    Reply
  4. G M Kamal. says

    May 21, 2017 at 12:10 pm

    Well explained in a simple way. Well thought & beautifully crafted.

    Reply
    • Surbhi S says

      May 22, 2017 at 9:45 am

      Thanks a ton, for reading and liking the content 🙂

      Reply
  5. Shubham says

    July 10, 2017 at 3:01 pm

    Thanks a lot you cleared my all doubts…..thanks

    Reply
  6. Dan R says

    November 2, 2017 at 10:20 pm

    Thank you for the clear explanation.

    Reply
  7. swati karki says

    November 17, 2017 at 2:49 pm

    I clearly got the point, thank you..

    Reply
    • Zia Ul haq says

      November 18, 2018 at 9:33 am

      learned lots of thing from it.

      Reply
  8. Thilakarathna Pallekkankanamge says

    April 8, 2018 at 2:18 am

    The great explaining of description and specification of the job. I understood by very clearly.Thank you so much.

    Reply
  9. Sam Thomas says

    April 12, 2018 at 7:25 am

    This is very good website. Key differences are crucial for understanding and explaining concepts. Thank you very much.

    Reply
  10. Sebabatso says

    June 12, 2018 at 3:20 am

    I understood the definitions thank you very much

    Reply
  11. Gorgeous says

    July 18, 2018 at 5:56 pm

    I love this write up, look forward to reading more.I love HR

    Reply
  12. NYATHI JUDITH says

    August 4, 2019 at 2:15 pm

    what is the difference between compensation management and reward management

    Reply
  13. Krop Daniel says

    January 30, 2021 at 9:47 pm

    Wonderful .I like the way definitions have been place and the difference between job specifications and Job description

    Reply
  14. nkurikiyishuri jonathan says

    March 23, 2021 at 2:52 pm

    so fantastic

    Reply
  15. KUKIRIZA Timothy says

    January 28, 2022 at 3:49 pm

    Thank you..it has helped me than even what my lecturer taught me

    Reply

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