HR portfolio for the position of Human Resource Executive - Dissertation Example

? Human Resource Management Portfolio Table of Contents Section 4 a.Explain the nature of the job to be examined and briefly describe the organisation in which it is based 4 b.Outline the strategic importance of the job to the organisation 5 Section 2: 6 a)Write a job analysis plan detailing the method you would use to conduct an analysis of your chosen job. 6 b)Provide a rationale for the method chosen in part a 8 c) What is the link, if any, between job analysis and design and sustainability of organisations' human resources? 9 Section 3: 10 a.Provide a position description for this job. 10 b.Write an advertisement for this job based on the position description. 12 c.Explain where you would place this advertisement and provide a rationale for this choice 14 Reference 18 Bibliography 20 Section 1: a. Explain the nature of the job to be examined and briefly describe the organisation in which it is based An HR portfolio is developed for the position of Human Resource Executive for the organization Saudi Aramco. Saudi Aramco is not only the national oil company of Saudi Arabia, it is also a fully integrated global petroleum enterprise. It has emerged as the world leader in production, exploration, refining, distribution, marketing and shipping of petroleum. Managing the largest crude oil reserves in the world amounting to 260.1 billion barrels, Saudi Aramco also accounts for the fourth largest gas reserves in the world (Saudi Aramco, 2012). Employees hailing from more than 70 different nations in the world; the organization demonstrates a highly efficient and advanced human resource management structure. The HR department of the company works hard for the development of a workforce which makes effective contributions towards the growth and success of the organization. Additionally the company’s high popularity as a preferred employer reflects the degree of comfort and convenience it provides to the employees working in the organization (Cocks & Laframboise, 1995, p.1-3). HR portfolio for the position of Human Resource Executive is developed in this assignment. This particular position makes contribution towards the organizations in terms of staffing, recruitment, selection, compensation strategies, training and performance management. The position is essentially crucial for aligning HR activities with business requirements of the organization. Decisions taken by the management are communicated to people at this position who are subsequently responsible for implementing them and accomplishing the desired task. Besides the conventional HR activities the position also adapts itself with the external environment of the organization. It has the important role of constantly trying to be innovative and its strategies, and improving and developing the workforce of the organization such that it can cater to the changing needs of the business (Boudreau & Jesuthasan, 2011, “Your HR Portfolio”). b. Outline the strategic importance of the job to the organisation The skills possessed by an organization accounts for one of its major competitive factors. It is the quality of the workforce which reflects through organizational performance and productivity. The competition for talent has prevailed in all organizations, big or small since decades and continues to do so. In this context HR departments have a leading role to play. Acquisition of talents from the industry as per the demands of the organization plays a critical role in ensuring performance output of the workforce as per the desired standards. A mismatch between desired and actual talent can result in reduced performance levels. Thus the role of Hr executives has strategic implications in the organization as they support the attainment of strategic aims and objectives of the firm. HR executives necessarily work towards the achievement of business objectives of the firms. The strategic decision as to whether an employee can be recruited for meeting the firm’s productivity and performance lies in the hands of HR executives. Training and developmental activities are also some of the major components of HR activities of the HR executives. They have to work on employee performance improvement in high budget constraints. Moreover in today’s business scenario, organizations are increasingly faced with the problem of employee attrition. HR executives are increasingly faced with the crucial role of keeping the workforce encouraged, spirited and motivated at the workplace. Besides attracting talents retaining them also account for one of their important activities which has strategic importance of firms. Firms being able to retain talented resources within limited budgetary constraints surely have a better competitive position in the market as compared to its competitors (Edward & Boudreau, 2009, p.29). Section 2: a) Write a job analysis plan detailing the method you would use to conduct an analysis of your chosen job. Job analysis is a process which helps the organization to identify the requirements of a job and then recruit people accordingly. Therefore, it is useful for the overall management of the personnel activities conducted in the organization. The job related data obtained from the job analysis programmes, which will help the HR in employee hiring, training etc. Job analysis produces information used for writing job description and job specification, which are necessary in Human Resource planning. The purpose behind doing job analysis is to identify the training and experienced possessed by the candidates for a specific job. Jobs analysts need to be pro-active while describing the job that exists in organization (Hernandez, 2006, p.12). While preparing job analysis plan, support of top management is needed to ensure all the employees are clear about full involvement participation in the process. Job analysis will help the Hr executive to plan for his future human resource requirements and fitting the right person in the right job. Through job analysis the knowledge, skill and ability of the individuals (KSA) described in operational terms (U.S. Office of Personnel Management, 2008). Since Saudi Armco is a fully integrated global petroleum enterprise and focuses on the development of the workforce, job analysis will help the HR executive to determine the job vacancies in the organization and analysing the task that need to be done in order to complete a job. Job analysis should be designed in such a manner that the derivation of job specification and job description becomes easy. As we know, jobholders are the source of information so HR executive need to train and motivate them to generate quality data for job analysis. Continuous supervision is required during job analysis. The HR executive therefore need to observe and analyse the job and then develop job description and specification. Job analysis will help the HR executive to locate the places to obtain employees for openings anticipated in future. Interviews, questionnaires, and diary are the most popular methods for gathering job analysis data (Zafar, 2005, p.5-6). Interviews are the most popular method for obtaining job related information. Interviews are of two types ranging from unstructured interviews to highly structured interviews in which job analysts follow detailed questionnaires in asking their questions. When there are large number of employees performing similar kind of work in an organization, group interviews can be conducted which helps to reduce the time and expense to gather information (Department for Business Innovation and Skill, n.d.). Job analysis is often a prelude to changing jobs pay rate. A structured interview followed by a series of detailed structured questions regarding matters like the general purpose of the job and skills required to do a particular job. Job analysts and supervisors should work together to identify the workers who performs best. So employees are required to fill the questionnaires to describe the job-related duties and responsibilities, which is another popular way to obtain job analysis information. In questionnaire method one have to know how structured questionnaire should be and what type of questions needed to be include (Francisco & Singer, 2009, p.46).Questionnaires are of two type’s close-ended and open-ended style. Questionnaire can be less costly compared to the interviewing hundreds of workers. However, developing a questionnaire and testing it can be expensive and time-consuming. Direct Observation method will help the analysts to diagnose the problems areas related to physical activities. This method will help in analysing repetitive jobs. It is also useful in those situations when an employee engages in important activities occasionally such as a nurse will be handling emergencies occasionally. Mangers often use direct observation and interview method simultaneously. Another approach to ask workers is to keep a diary of what they do during the day. In a way, it will help them keep an update on their day-to-day activities. Diary method required the jobholders to record their detail of the activities performed in a day. If this method followed by honesty and faith, it will help in removing the errors caused by poor performance of the jobholder. One disadvantage of this method is that it is time-consuming process because recording day-to-day activities takes a number of days. Internet based job analysis is the solution for using the online methodologies for surveys which include job analysis surveys which are collected through questionnaires and most of the companies use internet to collect the data. Thus, HR department is required to distribute standardized job analysis questionnaires geographically to disbursed employees via use of company intranets (Leland, 2011). b) Provide a rationale for the method chosen in part a The interview method is a rational method for conducting the job analysis in Saudi Aramco. Through this method, the company will be able to reduce the cost compared with the other methods of job analysis. However, this method is time consuming but the analyst will be able to make judgements about the information to be included and its degree of importance. The interview method will be time consuming only when the analysts interviews two or more employees doing the same job. The effectiveness of the interview depends upon the interviewer and ability of the jobholder. Compared to the other methods this method will help the HR executive to observe the potential candidate who is fit for the job. Through observation method and questionnaire method, the analysts will be only able to gather the information related to work and his or her performance whereas through interview method we can know the candidate knowledge and skills, which are required for that particular position. The interview method is simple and a quick way process helps the organization to collect the information that might not appear in a written form or through questionnaire method. Sometimes it is possible to combine interview and the observational method to analyse the job for the managerial position. It is also necessary to consider that job analysts cannot rely upon only one method when a combination of two methods can provide the data about the employee’s performance and his attitude. Usually, in order to gather the data and record the information analysts follows the structured interviews (Mendoza, 2003, p.1-2). c) What is the link, if any, between job analysis and design and sustainability of organisations' human resources? Job analysis and design in organizations has particular implications for sustainability of the workforce. The success and performance of the workforce largely depends of how effectively organizations are able to exploit the skill and potential of the workforce to its advantage. Job analysis mainly serves the purpose of employing the right skills at the right place such that organization can realise maximum potential from the employees. Improper job analysis ends up employing the skills and attributes of candidates improperly in which workers are not able to deliver their maximum ability (Encarnacion, n.d.). They cannot perform their best in a profile which is not suited for their skills and attributed and then happens only through improper job analysis and design. This creates job dissatisfaction and frustrations in the minds of employees and causes them to shirk their regular responsibilities. In such case, the performance and productivity of employees fall considerably as they are not able to perform at their best in the required position. This can also result in a chain of effects leading to poor working culture and environment, frustrations at the place of work, poor performance and most importantly high attritions and labour turnovers. As organizations are unable to retain critical and potential employees in its workforce, the sustainability of employees in the organization is reduced to a considerable extent. Lost sustainability of the workforce is the worst condition that modern organizations and employers can think of (Hernandez, 2009, p.156). Section 3: a. Provide a position description for this job. The job description for an HR Executive includes both the responsibilities and roles associated with the position as well as requirements for the position. Job description for the position of HR Executive in Saudi Aramco is presented as below: Responsibilities The HR Executive is supposed to perform all administrative functions in the areas of recruitment of employees in the organization, training and development of the workforce, managing the performance of people though performance management systems, managing compensation and benefit system in the organization, updating and maintaining of records of employees in the organization and also looking after social welfare of employees. Recruitment activities in the organization include: Coordinating, negotiating and liaises with the advertising and employment agents on services fees, managing advertising recruitments and scheduling interviews of candidates. Since Saudi Aramco is a large organization, it is imperative that massive investments would go into Conducting interviews up to senior level executives in the organization and arranging management level interviews too. Preparing offer letters for selected candidates, rejection letters of unsuccessful candidates also account for some of the roles of HR executives; Conducting exit interviews of candidates leaving the organization Training activities include both behavioural training as well as technical training as Saudi Aramco primarily recruits graduate engineers and experienced personnel in information and technology. Responsibilities in this regards would include; Conducting orientation programs for new employees, Coordinating with external consultants on training and developmental needs of employees, and arranging training schedules for both new and experienced employees, Implementing training evaluation programs. Evaluating training programs by attaining feedback from employees Administrative activities include; Reviewing updates and maintaining filing of documents, HR handbooks, training schedules and employee performance appraisal forms, Reviewing the compensation and benefit structures of employees; Attending complaints and grievances of employees Requirements for the position of HR Executive include; Degree or diploma in Business Administration or Human Resource Management or any equivalent; Minimum 2 to 3 years of experience; Proficiency in matters related to HR; Ability to communicate well with all levels of people in the organization; Good communication and writing skills (Sankalp, n.d., p.1-2). b. Write an advertisement for this job based on the position description. Education: UG: Can be any graduate PG: MBA (HR/Industrial Relations) from a top B-School Functional Area: HR/Administration, Industrial Relations Hard Skills: 1. MBA (HR/IR), 2. Minimum 2-3 years of experience in core HR activities 3. Experience in information and technology would be an added advantage 4. Pleasing personality and excellent communication skills 5. Ability to work in teams and alone with zeal and initiative Soft Skills: Good written and oral communication; team player, presentation skills, problem solving skills, motivational skills, convincing skills, negotiation skills, analytical and logical thinking, relationship building. Responsibilities: Handling employee recruitments; Performing initial rounds of interviews with candidates; Scheduling technical rounds of interviews; Conducting background checks of candidates; Handling staff training programs; Maintaining compliance with labour laws and industrial relations, and Handling termination of employees Compensation Details: 2.5 -3L p.a. Job Status: Full Time Job Type: Permanent (Taylor & Stern, 2009, p.103). c. Explain where you would place this advertisement and provide a rationale for this choice A good advertisement is that which helps applicants decide whether they are appropriate for the job position and is also able to attract the best candidates for the post. It is also crucial for the employer, in this case Saudi Aramco, to ensure requirements of legislations with regards to disability discrimination and equal opportunity of the state and the nation. It is important to keep the advertisement short and simple and to-the-point. However, it must include all essential aspects required for the post. Apart from the essential requirements Saudi Aramco must conduct a cost and benefit analysis before making investments in advertisements for the position. Since Aramco is a large organization and seeks to attract the most talented and experienced personnel in the industry, it can afford making heavy investments for recruiting the right people for the right position. It does not have to make much compromise about recruitment costs for attracting the right candidates. The two main advertising mediums which the company can use are newspapers and electronic sources (websites) and job portals. The main benefit of advertising through newspapers is that it is accessible for all and thus more convenient to reach to candidates. Also it is relatively cheap form of advertising as compared to the electronic sources. The attracting local candidates of Saudi Arabia, it can post job advertisements in newspaper such as Al-Bilad, Al-Hayat, Al-Watan, Al-Yaum etc. These are some of the local newspapers of the country which is commonly read by all citizens and costs less. Besides newspapers, another common medium which can be used for job postings is the websites or the electronic source. Saudi Aramco can subscribe in online job portals such as Careermideast.com, gulfjobsites.com. The subscription cost is paid generally on yearly basis and is a one-time cost. Additional costs are paid for renewing subscription (Dickie, 2004, p.27). The main advantage for advertising through online recruitment portals is that the internet is frequently accessed by the young professionals. Thus internet can be regarded as the most accessible medium for reaching out to the young crowd who are looking for jobs or even the experienced professionals in the industry. Also it involves a one-time cost in which the advertisement appears over a long period of time. This saves the employer a substantial amount of cost. It is regarded as one of the best ways of accessing the top professionals and quality talents from of the industry too. Besides, since the internet can be accessed by everyone in the world, online job portals serve as an excellent medium for attracting candidates from across the corners of the world. This is particularly effective for availing niche and rare skills which might not be available in the home nation, yet is highly regarded and demanded in the organization. In such cases, online job portals can be extremely effective for attracting those rare skills instantly using very little time and cost (US Department of State, 2012, p.3-5). d. Answer the following: How useful are job descriptions in modern workplaces?  Effectively developed, job descriptions account for major communication tools which can be crucial for the success of organizations. Poorly developed job descriptions can have damaging effective with regards to organizational performance and can add confusion, misunderstanding and perplexity at the workplace too. Reflecting through poor and improper communication poorly framed job descriptions can make people feel confused about what is expected of them at the workplace and reduce and lower their performance and productivity too. The critical need for job descriptions at the modern workplace is born out of the fact that they provide an opportunity for the employer to communicate the objective and direction of the company clearly to its employees and allows them to know exactly where they fit inside the larger picture of the organization. The employer is able to align the activities and responsibilities of employees with the objectives of the organization. Proper alignment of employee activities with the organization’s mission, vision and objectives is an essential component for spelling organizational success and prosperity. Job descriptions have particular significance for the organizational leader (O'Donnell, 2001, p.523). The leader is able to assure the inter-functioning of the different roles and positions required for completion of a job in favour of the customer. Whether it is for a new recruit or job postings for the available candidates in the organization, job description is a vivid way of communicating to candidates what the organization expects of them and what exactly is required of the person selected for the post. Clear and transparent job descriptions are a prerequisite for organizations for selecting the preferred candidates. It is also helpful for addressing the questions and issues of people who were not selected for the position. In the modern organizations it is seen that many of them have multinational operations and work across geographic boundaries and borders. During such times, very often employers need to hire candidates from different corners of the world. There are certain communication barriers and hurdles which come forth in the process of recruitment and selection of candidates (Pannu, 2012). The importance of proper job analysis and description is felt crucially at such points of time. Improper job description by the employer can and up in incurring severe cost for the company in terms of wrong selection and recruitment which subsequently reflects through poor performance and productivity. Thus proper job description is seen to play a crucial and important role in terms of critical success of modern organizations. However, it must be ensured that employee job descriptions are supported by developmental opportunities and regularly negotiated goals. This can be done on a monthly basis, quarterly basis or annual basis. Otherwise the attainment of objectives and goals through job descriptions might not always be possible. In order to make the process more realistic, attainable and achievable, the process of job descriptions must be complemented with regular meetings, discussions and evaluations (HM Government, 2011, p.4-10). Reference Boudreau, J. & Jesuthasan, R. (2011). Transformative HR: How Great Companies Use Evidence-Based Change for Sustainable Advantage. 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