Job Description vs. Job Specification — What's the Difference?

Job Description and Job Specification are integral components of job design, providing a clear understanding of a job’s requirements and expectations. A Job Description is a structured document outlining the main duties, responsibilities, and objectives of a job. It serves as a guide for prospective employees to understand the scope of the job and what is expected of them. In contrast, Job Specification details the requisite qualifications, skills, knowledge, and attributes needed to perform the job effectively. It helps employers in screening and selecting suitable candidates based on their ability to meet specific criteria.

While Job Description provides an overview of the job's fundamental aspects, including tasks to be performed, reporting relationships, and working conditions, Job Specification delves into the personal attributes and qualifications a candidate should possess, such as education, experience, and skills. The former is essential for candidates to gauge the job's suitability, and the latter is crucial for employers to ascertain candidates' appropriateness for the job.

Job Description serves as an essential tool for employee orientation and performance appraisal by clarifying expectations and performance standards. It is a pivotal resource for employees to comprehend their roles and responsibilities effectively. Conversely, Job Specification assists in the recruitment process by acting as a benchmark for evaluating applicants’ credentials and competencies, ensuring that the selected candidates possess the necessary attributes to perform the job successfully.

Both Job Description and Job Specification are indispensable for effective human resource management, aiding in developing job advertisements, conducting interviews, and employee training. While Job Description focuses on what the job entails, Job Specification emphasizes who can perform the job. Both documents collectively facilitate mutual understanding between employers and employees regarding job expectations and employee qualifications, contributing to organizational success.

In summary, Job Description outlines the tasks, duties, and responsibilities of a job, serving as a roadmap for employees, whereas Job Specification lists the qualifications, skills, and attributes needed, acting as a standard for selecting the most suitable candidates.