Job Descriptions and Organisation Structures

Job Descriptions Writing Services in Dubai

What is a Job Description?

A job description is an internal company document that defines the job requirements, job responsibilities, type of experience and qualifications required, any specific skills, languages, computer knowledge, etc. It also explains details about the type of person/personality who would be suitable for the job and the reporting structure and team size.

 

Very detailed job descriptions may specify how much indoor or outdoor work is involved, listening and talking time, standing and sitting percentages, traveling, etc. 

It would also indicate how your performance will be measured (KPA and KPIs) and what is the monthly or annual budget for this role i.e fixed salary-base salary, house rent allowance and travel allowance, benefits like medical insurance, and annual tickets, and perks like commissions, memberships, etc.

A detailed job description usually contains

  • Job Title and Summary

  • Job responsibilities

  • Required Work Experience

  • Education Qualifications

  • Skills and Training

  • Certifications, licenses

  • Reporting Structure and Team

  • The physical and non-physical activity involved

  • Working Environment

Why is a Job Description important?

A job description is an important part of the job application process. It explains details about the responsibilities and skills required to perform the job and helps the job applicant understand how much of a transferable skill set he/she has.

For employers, the job description helps measure the suitability of a candidate for the job and in each desired area. A job description is almost a measuring tool for initial comparison or benchmark with the candidate's experience. It helps recruiters and human resource departments shortlist candidates for interviews.

What is the main purpose of a Job Description?

A job description helps to determine the suitability of a candidate for a specific job and is mainly based on experience, education, skills, and personality traits.

Advantages of a Job Description

  1. Provides the employee with the objectives and expectations of the position.

  2. Allow the candidates to measure and assess their suitability for the position.

  3. Support the recruitment team in shortlisting candidates.

  4. Helps prepare interview questions for the hiring team.

  5. Sets goals for the company to achieve and the employee to grow.

  6. Help evaluate employee performance during a performance appraisal.

  7. Helps formulate training plans for the job and future growth.

Disadvantages of a Job Description

  1. Is not full proof but forms a strong guideline of filtering candidates based on their job application only and not them in person.

  2. For newly created and untested positions, the job description may need improvisation and changes depending on how the role unfolds.

  3. Inaccurately (or keyword on-specific) job descriptions will result in CVs being missed due to a lack of keyword accuracy.

  4. Can shortlist only keyword-accurate or thoroughly reviewed CVs but lacks the ability to assess personality traits.

Sample Job Descriptions

LOGISTICS COORDINATOR

Main Objectives

  • To arrange shipping documents in a timely manner without any discrepancies.

  • To communicate with the concerned party (supplier and customer) to give shipping advice and share documents in a timely manner.

  • To arrange any required documents along with a Letter of Credit and receive payment in a timely manner.

 

Job Responsibilities

  • Coordinating with the forwarder/clearing agents for Custom clearing and receipt of Import shipments.

  • Execution of export documentation requirements for shipment from Jebel Ali to destinations especially in Africa, which include Letter of Credit shipment, commercial invoice, etc. Ensure that all documentation meets export regulations.

  • Preparing documents from Chamber of commerce and Attestation by Embassy

  • Follow up with customers and freight forwarders for Import/Export shipments and must know the status of all shipments.

  • Arrange details of shipments with forwarders, carriers as necessary for exports

  • Transacting of weekly shipments.

  • Documentation and data entry for all shipments including assisting the logistic manager with daily functions.

  • Payment control to supplier and from the customer.
     

Overall

  • Scheduling import and export shipments weekly.

  • Reporting payment (receivable and payable) status weekly.

  • Sending export shipping documents to customers in a timely matter.

  • Communication with concerned parties (such as supplier & customer) in a timely manner.

Technical know-how

Microsoft word and excel, Supply chain & Logistic system, Fluent English, Knowledge for finance costs including Letter of Credit

Organisation Chart for Companies

An organizational chart is a graphical representation of an organization's structure or organization hierarchy. It explains who is who is the company, their designations, the reporting structure, and team size. It is very useful to plan the future growth of the company, in terms of new recruitment, expansions, or replacements of existing employees. It also helps guide employees to understand the company overview and coordination a whole lot better.

Hiring Managers and Top Management

From hiring employees or replacement them,  a look at an organization chart can show much of unsee information. This can include, training and development, succession planning, and business expansion. From a new setup to a multinational a proactive plan can be prepared using an organization chart. 

Companies can share an organization chart to explain current and future staffing requirements for recruitment agencies or their hiring partners.

Newly Recruited Employees

Newly hired staff can be shown how the organization is structured, where they would be, and how they could grow.

They know the team that they would be working with and also understand the team better. Interacting with the known team becomes easier and more settling for new joiners.

Who can use the Organisation Chart?

Advantages of using Organization Charts

Manpower Planning

An organization chart helps you analyze talent gaps, prepare future staffing needs, prepare a training plan, etc. 

Communications

When a new reporting structure is prepared or an old structure changed, your organization structure software can be auto-updated, and hence communication, work duplication, and time is saved. Employees can easily refer to the new team and facilitate easy communications.

People Relationships

An organization chart allows employees to see who's who in the company and thus identify better understanding or similarities, cultures, interests, and professions of other employees. This helps to immediately build internal relations between employees.

New Hire Onboarding

Organization charts are an easy way to showcase what the company looks like especially to new employees. It also helps new employees reach out to the correct people for assistance should the need arise. 

What are the objectives of organizational structure?

The objectives of organizational structure are to establish responsibility and accountability, information flow, and authority.  It helps to eliminate work duplication.

Genesis Executive Search helps you to design organizational structures and job descriptions to help company operations.

An organizational structure contains

  1. Hierarchy or Chain of Command

  2. Distribution of responsibilities

  3. Accountability of P&L

  4. Department wise resposibilities

  5. Growth Strategy

The most commonly used organization structure by most businesses in the UAE is a top-down flowchart with a senior-most person at the top, followed by the department heads such as the human resources, marketing, accounting, and engineering department heads - all directly reporting to the top executive.

Genesis Executive Search

Introduction

Genesis Executive Search is one of the best recruitment agencies in the UAE and a leading executive search firm in Dubai. We provide retained and contingent human resource solutions to the world's best multinationals.

©2020 by Genesis Executive Search. All rights are reserved.

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