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Frequently Asked Questions 3. Job Descriptions 3.1 What is a job description? A job description (JD) is a set of information, which defines the position, roles and responsibilities in an Organization. It contains the following essential information
3.2 Why is it so important? The job description basically defines a civil servant’s position within the organisation. It provides clear direction to the officials in terms of their roles and responsibilities. It determines title, grade, location and supervisor. The civil servant and his/her supervisor will use it as a basis to develop an appropriate performance plan as well as identify specific training and development needs. The job description also serves as a guide to both candidates and the organisation in the recruitment and selection process, by clearly specifying the knowledge, skills and qualifications required for a position. 3.3 Who has developed the job descriptions (JD)? Focal persons/Representatives from Ministries/Agencies have developed JD of their respective Agencies as per the JD form. Focal persons were trained and provided the references/guidelines on how to develop the JD. The 15 member Job Description and Evaluation Committee comprising of senior officers from the Ministries/Agencies/Dzongkhags have reviewed the JD along with the focal persons of the Ministries and changes incorporated. The same was further fine-tuned and standardized by the Quality Assurance Committee for consistency and uniformity. 3.4 Who is responsible for developing the job description in future? The immediate supervisor is responsible for writing job description of the approved position. Both the civil servant and his/her supervisor is responsible for keeping up to date. The JD form can be downloaded from the RCSC website at www.rcsc.gov.bt Moreover, the guidelines/reference for developing JD is available in the PCS Manual ( Chapter IV: Job Descriptions), which can be downloaded from the RCSC website. 3.5 How often does it need to be reviewed? A job description should be reviewed for accuracy usually when a civil servant and his/her supervisor are drafting a performance plan. However, every time there is a significant change to a position, for example: new, permanent responsibilities are added; it should be revised to reflect that change. 3.6 Does a job description need to describe everything that a position is responsible for? A job description should describe only major and recurring duties. It is not meant to be a detailed list of everything that is done on a day-to-day basis. Everyone is expected to do many other related activities that may not always be reflected in the job description. 3.7 What is the difference between a generic job description and a specific job description? A ‘generic’ job description covers the basic duties and responsibilities shared by all civil servants fulfilling the same position in whatever organisation they are employed. For example: Planning Officers, Finance Officers and Human Resource Officers. Whereas, a ‘specific’ job description is more contextual and outlines duties and responsibilities that are specific to the needs of the organization. For example: a Planning Officer within the Ministry may have the additional responsibility of looking after a new project, which may not be covered in the generic job description, but is still a requirement of the Ministry. |
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