JOB ANALYSIS

OF

Subject: Human Resource Management

Course Code: HRM (4358)

Submitted To: Taskina Ail

Assistant Professor

School of Business & Economics,

United International University

Submitted By: Md. Shakhawatul Islam

Id. No. 111 093 033

Section: B

Date of Submission: 2nd May, 2014

iii

Letter of Transmittal

2nd May, 2014

To

Taskina Ail

Assistant Professor

School of Business and Economics

United International University, Dhaka

Subject: Letter of transmittal for term paper.

Madam,

With due honor, we are wishing to inform you that it was a matter of great pleasure as well as

learning to prepare term paper on “Job Analysis of Matador Group” under the course of Human

Resource Planning. To prepare the term paper, we collected and studied materials in due time

and analyzed these and eventually finalize the term paper.

Actually we have enjoyed more in preparing this term paper. Our team has worked hard to

prepare this report. So we would be highly obliged if you kindly accept the content of the report.

Though we have put our best efforts yet it is very likely that the report may have some mistakes

and omissions that are unintentional. So, we hope that the report will worthy of your

consideration.

Thank You

………………………

Md. Shakhawatul Islam

iv

Table of Contents

1. Introduction ................................................................................................................. 1

1.1 The Origin of the Report ........................................................................................ 1

1.2 Methodology .......................................................................................................... 1

1.2.1 Primary data collection: .................................................................................. 1

1.2.2 Secondary data collection: .............................................................................. 2

1.3 Objective ................................................................................................................ 2

1.4 Significance of the study: ....................................................................................... 2

1.5 Limitations of the Study: ....................................................................................... 3

2. Literature Review ......................................................................................................... 3

3. Company Background .................................................................................................. 4

3.1 Company’s Vision .................................................................................................. 5

3.2 Company’s Mission ................................................................................................ 5

4. Findings........................................................................................................................ 5

4.1 Organizational Structure: ...................................................................................... 7

4.2 Six Dimension ........................................................................................................ 7

4.3 Requirements for top level management: ............................................................. 8

4.4 Requirements for mid level management: ............................................................ 8

4.5 Requirements for entry level management (field level): ...................................... 9

4.6 Recruitment process of employees of field level: .................................................. 9

5. Analysis ...................................................................................................................... 10

6. Suggestion ................................................................................................................... 11

7. Conclusion .................................................................................................................. 12

Job Analysis of:

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1. Introduction

In Bangladesh Toothbrush manufacturing industry is new and very small in size,

which fulfills only the 50 to 60 percent of total demand of our country. The uses of

tooth brush are increasing constantly and for the possibility of success in this

industry are also rising. In Bangladesh there are four companies in tooth brush

industry and one of them is Matador Tooth Brush Industries Limited. Alpha, Tri-

Star, Anwar are the competitors of the Matador Tooth Brush Industries limited and

they are doing business with good understanding in the industry. This report is about

“Recruitment” and Selection procedure of Matador Tooth Brush Industries Limited”.

In this report we focused recruitment and selection procedure of Matador Tooth

Brush Industries Limited. Matador Tooth Brush Industries Limited started their

business from 1989. As they have a long journey in this industry, they have a good

brand image in market. The raw material and the technology are imported from the

abroad and by utilizing this they are producing quality product. Their matador Roma

toothbrush brand gets a huge popularity in market.

1.1 The Origin of the Report

As a part of the BBA program requirement, we were assigned to carry out a formal

report for the subject Human Resource Planning at United International University.

We were authorized to do such a report by our honorable faculty Taskina Ali. We

have conducted this report by taking assistance from Mohammad Rashed Akhter

Head of Human Resource & Development.

1.2 Methodology

1.2.1 Primary data collection:

For our report purpose we have decided to use primary data analysis. We interviewed

with HR manager Mohammad Rashed Akhter of Matador Tooth Brush Industries

Limited and other members of head office.

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1.2.2 Secondary data collection:

In this report we have basically focused on secondary data analysis. This means the

information of this report has been collected from company database and company

past record file also data collected from Human Resource department, text book and

website.

1.3 Objective

Any research and field study has some objectives. Our main purpose behind this

report was to understand the process of recruitment and selection of Matador Tooth

Brush Industries Limited and its impact. To achieve the main objective this study

highlights some specific objectives that can be the following manner-

To find out shortcoming of existing recruitment and selection procedure of

Matador Tooth Brush Industries Limited.

To focus on theoretical Knowledge in the field of Human Resource

Management.

To summarize the recommendations of existing recruitment and selection

procedure of HRD at Matador Tooth Brush Industries Limited.

1.4 Significance of the study:

Every year a lot of recruiting goes on in Matador Tooth Brush Industries Limited.

Matador Tooth Brush Industries Limited has an enriched and skilled Human

Resource department. HRD through definite and systematic recruitment and

selection procedure selects and trains up its manpower for achieving its ultimate

goal. This study is important because I may find out what are the methods Matador

Tooth Brush Industries Limited can adopt for recruitment and selection and some

recommendations for their better effect in future.

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1.5 Limitations of the Study:

The rate of success of this study may be limited due to lack of practical

experience and capabilities.

Due to the biasness it is difficult to find out exact information.

The questionnaire may not cover all the information to get exact information

2. Literature Review

Job Analysis is the process of establishing job related factors that the incumbent

needs to perform at the workplace. It identifies the tasks, responsibilities and duties

involved in the job.

The process of job analysis involves collecting information related to work activities,

behavior and human requirements, machines, tools, job aids, performance

standards, job context, etc. and help define the job description and job specification.

Job analysis aids the organization in recruitment and selection, performance

management, training needs identification, deciding compensation and benefits, etc.

According to Sanchez and Levine (2000), the purpose of a job analysis is to “gather,

analyze, and structure information about a job’s components, characteristics, and job

requirements”. Job analysis plays a vital role in determining several factors in an

organization, including selection, training, job classification, compensation,

development, promotions, evaluations, and downsizing (Sanchez & Levine, 2000).

There are two integral components of job analysis: job characteristics and job

specifications. Job characteristics are comprised of tasks, duties, and responsibilities

(TDRs), whereas knowledge, skills, and abilities (KSAs) are the components of job

specifications. Tasks, duties, and responsibilities are the behaviors performed within

the job that are essential for the job holder to effectively do their job (Embrey, 2000).

Embrey (2000) further describes job requirements in general as observable

behaviors or underlying mental processes that provide a structure. Knowledge, skills,

and abilities are the competencies necessary to be able to effectively perform the

tasks, duties, and responsibilities of the job (DeSimone & Werner, 2012).

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Job analysis should also be the foundation for many decision making processes used

by the organization. For example an organization cannot make a truly effective

decision on a recruitment and selection program without having performed at least a

basic job analysis. Neither can an organization make an effective decision when it

comes to promotions, raises, compensation plans, benefits programs, training

programs and a number of other essential programs and policies that the

organization needs to survive and grow. According to Clifford (1994) an effective

growth program for an organization cannot be formed without performing a job

analysis. There are several reasons why this is true including that an organization will

not know where it needs to grow and how much it can effectively grow without these

procedures. If the organization does not know how much each new employee will be

compensated, what their qualifications need to be, and what they will be doing, then

the organization cannot make effective decisions on any subject dealing with these

topics (Clifford, 1994).

3. Company Background

Matador Toothbrush Industries Limited Company is one of the growing companies

in the toothbrush industries in Bangladesh. Matador Toothbrush started its journey

in 1989 in Bangladesh under technical assistance of Anton Zahoransky Gmbh & Co,

Germany. Innovative product development with state-of-the-art machinery has

enabled the company to be the market leader in Bangladesh within a very short time.

Now they adjoin with Savings, Polymer, Ball-pen products. Only four toothbrush

companies exist in Bangladesh and these four companies all together fulfill 50 to 60

percent of total demand. The company always supplied quality product and better

service from its very inception. After the time being the organization increasing the

product length like Euro fresh, Matador, Super flex, Roma, Dino kid, Junior Tiger,

Doremon kid etc. the organization became the leader among the toothbrush industry

in 1997. Matador Toothbrush Industries Limited is the first company in Bangladesh

who introduced replaceable head in the market. As a leader, the company always

tries to introduce some innovation in product packaging. This is the first company in

Bangladesh which introduces flexible head toothbrush in the market. The company

also pioneers to use toothbrush cap in packaging.

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3.1 Company’s Vision

Matador Toothbrush Industries Limited has a vision to serve people to have a

healthy environment for better living. It believes on trustworthiness for customers.

3.2 Company’s Mission

Matador Toothbrush Industries Limited Company’s mission is to expand their

business in plastic made products industries of Bangladesh and to diversify in plastic

goods marketing in the country.

4. Findings The job analysis is needed because whenever they are going to recruit someone for

the particular position, they have to identify what sort jobs duties and responsibilities

will be carried out by the employee. To analyze it job analysis has two basic parts:-

1) Job Description

2) Job Specification

In the Job Description is basically based on KSA of an employee depend on what

type of post the employee is holding and what are job duties, basically matador group

tries to find out the employee that they are going hire, does he/ she have the proper

knowledge about position and have the experiences on that particular position.

In Job Specification for the top level manager is not needed because the person who

is working for 10 to 15 years, have quality and does know what is expected from him

or her. But for mid-level manager position the HR tries to find out the person who

can handle all kind of situation performing in that particular position. The HR

analyst wants to find a candidate who has a leadership to control all sort of situation

and handle any kind of obstacle created in the post. For lower level or entry as there

fresh graduate they don’t have any authoritative power, rather than to learn how the

job is done. As matador is a manufacturing organization, they performed “method

employed” by the working experience of the employee. In the organization it is very

important in the production line so that they would reduce the wastage of the

materials. The working conditions have to well-known and have experience about the

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working process. For corporate level the both aspect are followed by the number of

work is assigned and the time standard of completion of work within the time.

The matador group they don’t have a job analyst, its work basically carried out, by

the assist HR department head Mr. Rashedul Islam. He does all the analysis and

requirement that is sent by the particular department.

The core competency depends on the job the core competencies that is assign to the

employee how quickly and efficiently does the employee do it. It is the way of

activities and process those are followed by the employee. Most of the organizational

HR heads think it’s a general competency that every employee has to have all these

criteria’s.

Efficiency =

*100

When a post becomes vacant they usually use succession plan to fulfill those

positions. But when these fails, then the particular department head notify to the

assist. HR head about the post and required qualification need for the positions.

They collect data from the department head or the data server who or which have all

the information regarding all the post. When they need that information they analyze

it. After taking consideration all the information the assistance Mr. Rashedul Islam

analysis all the data need to the exact duties and responsibilities of that position.

After analysis he determine the standard job description and job specification and

sent it all to the HR head Mr. Rashedul Islam for approval as well as MD and

Chairman.

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4.1 Organizational Structure:

4.2 Six Dimension

There are six dimensions that should be taken consideration while job analysis process is going

i. Worker characteristics: enduring individual attributes that influence the

capacities workers can develop - abilities, occupational values and interests,

and work styles

ii. Worker requirements: general attributes developed through education

and experience, thus are more amenable to change than worker characteristics

- knowledge skills and education

iii. Occupational requirements: descriptors of the work itself rather than the

worker - Generalized work activities, work context, and organizational context

iv. Experience requirements: types and quantities of experience required for

specific occupations - worker experience in other jobs, related training, on-

the-job training, and certification requirements

Board of Directors (4)

General Manager (1)

Asst.Account Manager (2)

Accounts Manager (2)

Marketing Manager (1)

Sales Maneger (1)

Asst Sales Manager (3)

Regeonal Sales

Manager (7)

Territory Sales Officer

(41)

Sales Represantati

ve (2)

Chief Sales Surveillance Officer (1)

Sales Surveillance Officer (2)

Human Resource

Manager (1)

Asst. HRM Manager (1)

Supply Chain Manager (1)

Asst Supply Chain

Manager (1)

Dispatch Manager (1)

Asst. Delivery

Officer (5)

Transport Manager

Labor Delivery Man Driver

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v. Individual occupation characteristics: reflects labor demand, supply,

and other labor market information

vi. Occupation-specific requirements: information unique to a particular

job - occupation-specific skills and knowledge, tasks and duties, and

equipment used.

4.3 Requirements for top level management:

i. Applicant's educational qualification is he or she must completed master’s

degree.

ii. Applicants should have a 10 years working experience.

iii. Applicant's nationality must be Bangladeshi.

iv. Presence of mind to handle changing situations.

v. Ability to take proper decisions.

vi. Leadership quality to control subordinates.

vii. Multitasking capability.

4.4 Requirements for mid level management:

i. Applicant's educational qualification is he or she must be graduated.

ii. Applicants should have a 5 years working experience.

iii. Applicant's nationality must be Bangladeshi.

iv. Applicant’s age range should be maximum between 30-35 years.

v. Having quality to assist.

vi. Having working flexibly.

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4.5 Requirements for entry level management (field level):

i. Applicant's educational qualification is he or she must be passed at least

H.S.C.

ii. Applicants should have a 1 year sales related working experience.

iii. Applicant's nationality must be Bangladeshi.

iv. Applicant’s age should be minimum 30 years.

4.6 Recruitment process of employees of field level:

In Matador group ltd. they mostly give priority to their existing employees. So

they recruit employees mostly from internal source if they are qualified enough by

following succession management planning and if not or there is a ripple affect

then they go for the external source by head hunting. They use 2 ways to recruit:

1. Existing employees use their internal link to hire an appropriate candidate for

the particular vacant position. Such as the field level employees have a

relationship with other companies which are built during their working life.

When any employee needed for a vacant position and any employee from

those companies seems capable then the employee of Matador offers him the

job by introducing their policies and benefits.

2. Another way is their standard procedure to hire any employee and that is:

• Give a circular in paper demanding requirements.

• Applicant’s applying for the job and they sort applications which are

exactly fulfilling the requirements.

• Selected applicants are called for written examination.

• Some high scorer candidates are being selected and called for Viva.

• High scorer of Viva gets the job.

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5. Analysis Before any of the recruiting activities took place in organization they have to notify

the HR dept. how many employee/ employees they do need. So the HR department

has to some consider factors. Those are:

The employee’s skill, educational background, & experiences

From which source they are going to recruit

(a) if they hire internally, do they need to identified the interested

personal’s expertise & qualification

(b) if don’t, by which process are they going get the position

Take full detail of the vacant post

Take the opinion of the Department Head what sort skill employees does he

required

Notify Managing Director & Chairman

Clear & precise job description & job specification

Set standard of selection

Take permission from Managing Director & Chairman to conduct the

recruiting process

Take consideration of Managing Director & Chairman’s idea if they want add

something more

By giving advertisement in the most renowned newspaper

How the CV will collected

By taking all of this things under consideration the HR head does prepare for

recruiting phase.

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6. Suggestion The Matador Toothbrush Industries Limited applying HR practices partially. Now as

this company is growing and show lot of promise by providing good quality product

in the market. In this circumstances, if the organization wants qualified and most

efficient employees for the organization they to be more precise and clearer job

analysis so that the candidate can understand the organization and position as well.

The working environment of HR department is autocratic, because they employee

have to rely on their bosses decisions. They don’t have any kind of authoritative

power regarding recruiting process and others. All of these are handled by Managing

Director & Chairman. As for our suggestion to resolve the barriers they have to follow

these steps:

To increase the efficiency the top level management or Managing Director &

Chairman have given authority of their own work.

They have to build system HR department can analysis all position and set a

standard for employees.

They have to improvise the activities & develop working of HR Department

They set a standard that will required for all position

They have determine the qualification of the candidate

They have to review the job analysis every year

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7. Conclusion Job analysis is an important part of recruitment. By this job analysis the human

resource department heads identify the duties, responsibilities and accountabilities

of an employee through job description and the quality of the employee which will

explain in the job specification, because whenever they are going recruit someone

they want to hire or choose the best person for the particular position. Whenever a

particular position becomes vacant the human resource department tries to fulfill the

post through succession plan. If they fail to find someone who is enough quailed,

they recruit externally.