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What is Job Specification?
Job Specification outlines the minimum qualifications, skills, experience, and personal attributes required for an individual to perform a specific job effectively.
Definition
Job Specification is a detailed statement describing the human requirements of a job, including education, skills, experience, competencies, and physical or behavioral attributes.
Key Takeaways
- Focuses on the person required for the job, not the job itself.
- Used alongside Job Descriptions for hiring and selection.
- Supports fair recruitment, performance standards, and training design.
Understanding Job Specification
Job Specification complements the Job Description by translating job duties into measurable human requirements. While the Job Description answers what the job is, the Job Specification answers who is suitable for the job.
It typically includes criteria such as educational background, professional certifications, technical skills, soft skills, experience level, and sometimes physical or psychological requirements. Clear Job Specifications help organizations attract qualified candidates and reduce hiring bias.
Well-defined specifications also support workforce planning, succession management, and compliance with labor regulations by ensuring requirements are job-related and non-discriminatory.
Formula (If Applicable)
There is no formula, but Job Specifications are commonly derived from Job Analysis outputs, including:
- Required knowledge
- Required skills
- Required abilities
- Behavioral and competency requirements
Real-World Example
For a Financial Analyst role, a Job Specification may require a bachelor’s degree in finance, proficiency in Excel and financial modeling, analytical thinking skills, and 2–3 years of relevant experience.
Importance in Business or Economics
Job Specification is important because it:
- Improves hiring accuracy and candidate quality.
- Reduces recruitment bias and turnover.
- Aligns talent requirements with business objectives.
- Supports training, appraisal, and career development systems.
Organizations that use clear Job Specifications tend to make faster, more defensible hiring decisions.
Types or Variations
- Essential Specifications: Minimum non-negotiable requirements.
- Desirable Specifications: Preferred but not mandatory attributes.
- Competency-Based Specifications: Focus on behaviors and capabilities.
- Role-Specific Specifications: Tailored to specialized positions.
Related Terms
- Job Description
- Job Analysis
- Competency Framework
Sources and Further Reading
- Society for Human Resource Management (SHRM)
- CIPD (Chartered Institute of Personnel and Development)
- Harvard Business Review — Hiring and talent management insights
Quick Reference
- Defines the ideal candidate profile.
- Derived from Job Analysis.
- Used for hiring, training, and performance standards.
Frequently Asked Questions (FAQs)
How is Job Specification different from Job Description?
Job Description focuses on duties; Job Specification focuses on candidate requirements.
Who prepares Job Specifications?
Typically HR professionals in collaboration with hiring managers.
Can Job Specifications change over time?
Yes. They should evolve as roles, technology, and business needs change.
