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Job Specification & Job Description

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Job Specification & Job Description

  1. 1. An ASSIGNMENT ON “Job Description/Job Specification of a designation (an employee) or group of designation (group of employees) belonging to a section of cooperative organization/FPO/NGO” Submitted To Submitted By Sh. S. Y. Deshpande Dr. Rajiv Kumar Associate Professor Roll No. – 5418 54th Batch-PGDCBM . VAINKUTH MEHTA NATIONAL INSTITUTE OF COOPERATIVE MANAGEMENT, PUNE (MAHARASHTRA) MINISTRY OF AGRICULTURE AND FARMERS WELFARE, GOVT. OF INDIA
  2. 2. ASSIGNMENT No.-2 Subject: Human Resource Management 54th Batch of PGDCBM Job Description/Job Specification of a designation (an employee) or group of designation (group of employees) belonging to a section of cooperative organization/FPO/NGO Introduction: Job Description is a broad and written statement of a specific job in the organization, based on the findings of a job analysis. Job Description generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the title of the job, and the name or designation of the person to whom the employee will report. Job description usually forms the basis of job specification. Job description is a list of job duties, responsibilities, reporting, relationships, working conditions and supervisory responsibilities. Whereas, Job specification is a vital part of overview of the job. It provides information about what kind of candidate is suitable for the given job. Job specification is defined as a statement about qualification and characteristics of employee required to perform the job task in a satisfactory manner. It is derived from job analysis and act as an important tool for the recruitment and selection of employee. Job specification is the skills, knowledge and abilities required to perform a particular job is articulated in job specification. It consists of information about requirements such as experience, education and attributes which will help the employee to reach the set goals of the job. Job specification is blue print for the recruitment and selection process. Thus, job specification has to be drafted very carefully. The HR manager working on job specification should have vision to collect the information about the ideal candidate for the job. There are four components of job specification: Educational qualification, experience, skills and knowledge, characteristics and personality traits. Educational qualification: This part covers the desired education of the candidate. Specific terms, such as graduate, post graduate can be used here. The stream of education should be mentioned, along with the necessary grades which are required. Many companies also provide notes in terms of over qualification like- MBA are not required or graduates should not apply in the job specification. Experience: Job specification should clearly highlight the required experience in a precise domain to perform the job. It includes details such as experience required in which industry, number of years of experience, position and domain. For the
  3. 3. higher job profile managerial or team handling experience is often required by the organization. Skills & Knowledge: This section explains the skills such as communication skills, leadership quality, team management and many more which are necessary for the given job role. The term knowledge includes market knowledge, domain knowledge, and computer language knowledge based on the profile. Personality traits and characteristics: Here a situational based traits and characteristics are covered. The way the person should handle the complex situation in the organization, generic behavior of the candidate is covered in this section. The emotional intelligence has also given importance in this section of job specification. The present assignment is in view of the detail study of job description and specification of general manager (marketing) who is responsible to represent the department of marketing of Rajasthan State Dairy Development Corporation. Rajasthan State Dairy Development Corporation (RSDDC) Dairy development was initiated by the state government in the early seventies under the auspices of Rajasthan State Dairy Development Corporation (RSDDC) registered in 1975. Two years later RCDF assumed responsibility for many of the functions of RSDDC. It became the nodal agency for implementation of operation flood in the state. Rajasthan Cooperative Dairy Federation (RCDF) set up in 1977 as the implementing agency for dairy development programmes in Rajasthan is registered as a society under the Rajasthan cooperative societies act 1965. Objectives:  To carry out activities for promoting production, procurement, processing and marketing of milk & milk products for the economic development of animal husbandry/ farming community.  Development & expansion of such other allied activities as may be conducive for the promotion of the dairy industry, improvement protection of milch animals and economic betterment of those engaged in milk production.  Organise and provide technical inputs.  Erection of Dairy, chilling plant, cattle feed plants for unions.  Study of problems of mutual interest of the Federation and milk unions.  Impart training and orientation to dairy co-operative members.
  4. 4.  Advise, assist and guide milk unions  Undertake audit and accounts supervision  Encourage fodder production etc. Services:  The marketing activities of the Federation include providing support to the Milk Unions in milk and milk products marketing, within and outside the State. RCDF is presently marketing milk & milk products under Saras brand.  Fresh milk of different compositions and long shelf life tetra pak milk is being marketed in rural and urban areas. The Federation is a major supplier of tetra pak milk (UHT) to the armed forces.  RCDF is also marketing various fresh milk products in Saras brand, which are, Chhach, Lassi, Shrikhand, Flavoured Milk, Paneer and Dahi. Long life products such as Cow ghee, Ghee, Table Butter, Skim Milk Powder and Tetra Pak Milk (Taza Milk and Fit and Fine) are also being marketed.  Saras Milk Parlours serving a complete range of milk products are operational at 416 points and there are 3,018 booths and 18,787 shop agencies in Rajasthan. Three Tier Structure:  The dairy co-operative movement operates on three tier system wherein farmer members own dairy co-operative societies (DCS) which own district milk producer's union. The unions collectively own the RCDF.  It is a vertically integrated structure that establishes a direct linkage between those who produce the milk and those who consume it.  Federation - Provides service & support to unions. Marketing within & outside state, Liaison with government and NGO agencies, mobilisation of resources & coordinating & planning programmes / projects.  Union - Develops village milk cooperative network, procures milk from DCS, processes & markets. Sale of cattle feed and related inputs, promotion of cross breeding through AI and NS, promotion of fodder development and general support & supervision to DCS.
  5. 5.  DCS - Provides input services (AH, AI) to its members and procurement of milk. The dairy co-operatives depict the following institutional properties:  Democratically elected board of DCS, milk unions & Federation from among their members.  Adoption of such bye laws which ensure democratic process on the principles of cooperation.  Management & ownership of assets by the cooperatives.  Autonomy in pricing, marketing & appointment of personnel.  Employment of professional.  Total control of the organization is in the hands of its members. Training & Extension Seven milk unions viz Ajmer, Bhilwara, Bikaner, Jaipur, Jodhpur, Kota and Udaipur are operating centres where training is provided for several area related to DCS operations viz DCS secretary, Management Committee member, AI workers, milk tester, first aid worker, chairman orientation, dairy animal management and various refresher courses etc. To enhance active participation of the producer members in the DCS, to create awareness about improved animal husbandry practices viz feeding, crossbreeding, animal management and stimulate fodder production, extension activities are carried out at DCS and at milk unions. Under farmer's induction & orientation programme, visits to the dairy plants are arranged to demonstrate the process & disposal of the milk collected from the producers. Producers also taken to visit the model Indian dairy cooperative-Anand Milk Cooperative Union (AMUL ) in Gujarat and they in turn educate other milch animal owners in their area about the practices and benefits of cooperatives. Audio-visual aids, field demonstrations, extension camps are used to explain feeding, breeding, fodder development and clean milk production practices. Marketing Activities:  The marketing activities of the Federation include providing support to the Milk Unions in milk and milk products marketing, within and outside the State. RCDF is presently marketing milk & milk products under Saras brand.
  6. 6.  Fresh milk of different compositions and long shelf life tetra pak milk is being marketed in rural and urban areas. The Federation is a major supplier of tetra pak milk (UHT) to the armed forces.  RCDF is also marketing various fresh milk products in Saras brand, which are, Chhach, Lassi, Shrikhand, Flavoured Milk, Paneer and Dahi. Long life products such as Cow ghee, Ghee, Table Butter, Skim Milk Powder and Tetra Pak Milk (Taza Milk and Fit and Fine) are also being marketed.  Saras Milk Parlours serving a complete range of milk products are operational at 416 points and there are 3,018 booths and 18,787 shop agencies in Rajasthan. QUALITY ASSURANCE PROGRAMME AT RCDF RCDF’s main role being marketing and support in infrastructural development with superior quality of products is main concern for establishing brand image of Saras milk & milk products in the market. The improvement in quality is a continuous process and start from milk producer to consumer and to build quality each and every personnel right from MD to attainder need to contribute. RCDF has designed strategies on six important areas namely:- 1. Raw Milk Quality Control 2. Plant and Process Improvement 3. Adoption of Quality Management and Food Safety System 4. Packaging material quality control 5. Finished product quality control 6. Customer feedback  Quality norms are prescribed centrally and implemented through affiliated milk unions. We have strict quality control over incoming milk through regular testing for detection of adulterants in order to ensure that milk received in the dairy is completely free from adulteration  All the milk unions have own independent quality control labs and required quality testing facilities to ascertain quality of incoming raw milk from Dairy Cooperative Societies and testing at all stages of processing.
  7. 7.  Initial quality of raw milk plays vital role in manufacturing high quality milk products. To maintain quality standards in raw milk, steps have been taken to achieve minimum 1 hour MBRT and total bacterial count below 10 lacs/ ml  The milk & milk products manufactured at Dairy Plants are in accordance to the provisions of FSSA 2006 and rules made their under and also certified / graded by BIS/ Agmark.  To strengthen internal quality control system, samples of milk and milk products, packaging material and cattle feed are also tested at Central Quality Control Lab of RCDF. During 2017-18, total 6,519 samples of milk & milk products, packaging material and cattle feed were analyzed at CQCL.  RCDF has adopted quality management and food safety system at member milk unions. Jaipur, Alwar, Hanumangarh , Kota , Bikaner, Bhilwara, Sikar, Raniwara, Jodhpur and Pali milk union have obtained the IS: 22000:2005. Rest other milk unions are also in process to obtain ISO certification.  RCDF and affiliated milk unions have started customer care help line for redresses of customer complaint and also undertakes consumer awareness programme to educate consumer about quality, food safety and health and thereby increase confidence in “SARAS” Brand milk and milk products.  Vigilance committees have been formed at RCDF and its affiliated milk union’s level to strengthen the monitoring system Organization:  The Federation is a State level apex co-operative organization owned by its member unions each of which, in turn, is owned the dairy co-operative societies in its area of operation which are themselves owned by farmer members.  The Federation has a board of directors which has overall responsibility for the planning policies, financial resource mobilisation and management, member and public relations as well as liaison with agencies of the state and central government, financing institutions etc. The Federation has a chief executive designated as Managing Director. Organization Structure RCDF Organization structure which is headed by the Administrator or Board of Directors through Managing Director. Each department is headed by the General M Manger with sanctioned subordinate staff.
  8. 8. As per instruction, the present assignments are based on the job description and Job Specification of identified designation or group of designation belonging to a specific department. Thus this study is based on the job description and specification of the General Manager (Marketing) of RCDF and Group of designation in marketing department of RCDF. Structure of Marketing Department Administrator/Board of Directors Managing Director RCDF General Managers of 1. Department Finance & Accounts 2. Department of Marketing 3. Personnal & Admin 4. Purchase 5. Quality Control 6. Projects & DPM 7. Supervision and Planning 8. District Milk Fedrations General manager Institutional Development Officer (Add. Registrar Deputy Registrar Asstt. Registrar Ministrial & Subordinate Staff General Manager (Marketing) (01) Manager (01) Deputy Manager (02) Asstt. Manager (06) Ministrial & Subordinate Staff (09)
  9. 9. Job Description of General Manager (Marketing) Job Title: General Manager (Marketing) Marketing Manager Job Description:  Interviews, hires, and trains marketing and sales staff of RCDF.  Establishes marketing goals based on past performance and market forecasts for the dairy products of RCDF.  Oversees current offerings and comes up with initiatives for new products ideas for the dairy products.  Researches and analyses market trends, demographics, pricing schedules, competitor products, and other relevant information to form marketing strategies for the RCDF.  Works with marketing staff to develop detailed marketing plans for all media channels and sales teams for the placement and distribution of dairy products.  Approves and oversees the creative development of promotional materials, website content, advertisements, and other marketing-related projects of RCDF.  Communicates with various media buyers, advertising agencies, printers, and other services to help marketing functions of RCDF.  Works within the department budget to develop cost-effective marketing plans for each products of RCDF in the state.  Tracks all marketing and sales data and creates detailed written reports and verbal presentations to bring to board of directors of RCDF.  Adjusts marketing campaigns and strategies as needed in response to collected data and other feedback from the customer and distributors of RCDF Milk products in the state. Job Specification (Skills and Qualifications) Education Master's Degree in Marketing & Business Administration Work Experience 10 years of experience in Marketing in Dairy Industry Skill & Knowledge Business Development, or a Related
  10. 10. Field, Marketing Management, Marketing Strategy, Media Channels, Client Relationships, Creativity, Adaptability, Research, Analysis, Writing, Public Speaking, Interpersonal Communication, Leadership, People Management, Detail-Orientated, Budgeting. Personality Traits & Characteristics Candidate should be confident, pleasant personality and have friendly nature, Should be emotionally strong and has positive thinking, Should be able to handle the work pressure and team, Should be comfortable dealing with clients in high profile situation Conclusion: Thus, Job description is the most important thing which a candidate gets about a job listing. It gives all the relevant and necessary details about a job. The details which can help one decide whether the job is relevant or not. Qualifications, roles, responsibilities etc are included in the job description document which paints a clear picture of what is expected from the particular role. It gives an opportunity for a candidate to prepare well for a job interview. It also helps companies identify all skills required by a right candidate. Dr. Rajiv Kumar Faculty: ICM Jaipur

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