Developing a Job Description for a Logistics Manager

Introduction

Developing a job description is critical in articulating the most significant outcomes expected from an employee performing a particular task. Ideally, job descriptions act as a communication tool that guides coworkers by telling them where the boundaries of their responsibility lie and where it starts (Baker, 2016). It also informs employees where their occupation lies within the overall departments of an organization. Recruitment and hiring are one of the most critical roles of Human Resource Managers. Their goal is usually to find the most competent, flexible and reliable employees. Developing an ideal job description for a logistics manager is central to defining the intangible aspects of the position's functionality by ensuring that any potential recruit fits comfortably as per the Sarah Oasis organizational requirements.

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The process of developing job descriptions

Performing a Job Analysis

This stage entails systematic information gathering, examination, and interpreting of the occupation tasks in order to provide the management with precise information about the job to be reviewed by supervisors for accuracy (Ellington, Brannick & Levine, 2015). Job analysis for logistics manager can be performed through conducting interviews to determine the tasks to be performed, benchmarking to find out how the tasks are performed, issuing worksheets and questionnaires to be filled by employees. Information regarding the job can also be collected by reviewing the Occupational Outlook Handbook as well as the salary surveys. Some aspects of a job analyzed include, duties and tasks, the work environment, tools and equipment used, credentials, knowledge, skills, and abilities.

Establishment of Essential Functions

The functions of a logistics manager are critical to the organization's operations. Therefore, it is important that the job description contains the true essential functions of the job. Most importantly when assessing essential functions is evaluating whether disabled persons are able to perform tasks of the job in order to comply with the American with Disability Act. Ideally, a good job description should clearly distinguish between essential and non-essential requisites. Zimmer & Sullivan, (2017) points out that job functions should constitute the fundamental duties, determines individuals who can perform the tasks, specialization, and existence of the job to perform a particular function.

Some of the essential tasks to take into consideration while creating a job description for a logistics manager would include, excellent communication skills, ability to oversee warehouse activities, customer service, scheduling and keeping track of shipments, managing inventories, ability to negotiate rates with carriers, time consciousness to ensure timely delivery as per the client's criteria.

Data Organization

While the structures of job description vary by the organization they should be standardized to ensure that they have the same appearance. In the case of developing a job description for a logistics manager for Sarah Oasis, the following topics will have to be included.

• Date- to show when the job description was developed
• Job status- to indicate exemption or non-exemption with regards to the Fair Labor Standards Act, also whether the job is full time or part-time.
• Position Title- in this case, the name of the position would be, Logistics Manager
• Supervision received- this shows the office to which the logistics manager will subordinate.
• Job summary- gives an outline of the job responsibilities.
• Essential Functions- shows the duties and responsibilities of the logistics manager.
• Competency- outlines the knowledge, skills and abilities requirements for a logistics manager.
• Quality and Quality Standards- shows the minimum level requirement for job entry.
• Education and Experience- indicates the required levels according to Sarah Oasis organization.
• Physical factors- indicate the type of environment and machinery involved in conducting the job.
• Working conditions- shows the standard working hours as well as overtime requirements.
• Random activities- show any additional roles that could be assigned to the logistics manager.

Disclaimer

It would be ideal to add a statement indicating that the job description for the position of logistics manager is not meant to cover an all-inclusive list of duties and responsibilities expected of the potential employee. For instance, in this case, the disclaimer would read; 'This is not necessarily an exhaustive list of all duties and responsibilities for a logistics manager. The management reserves all the right to revise the job description'. A disclaimer points out that the job description is subject to change due to compelling reasons according to the organization's needs.

Review and Approval

Once the job description has been drafted it is important to forward it to the management for review and approval. This allows the management a chance for scrutiny to add or remove critical details before the job description is availed to the public. Once the necessary changes have been made, the final job description is returned to the management for final approval and appending of signatures. The final document is then availed to the public through publications and the internet while another copy is securely stored for conducting interviews, performance appraisals, and compensation.

Pay Equity

Employees often compare their efforts and rewards with their counterparts in similar work situations either internally or externally. Most workers are motivated by the desire for equal treatment at their workplace. As such, there is a need to attach perceptions of fairness when dealing with employees relative to their colleagues. Compensation is a key motivator for employees and their retention as well as ensuring optimal performance to meet the objectives of the organization. An excellent compensation strategy entails a balance between internal and external competitiveness (Buttner & Lowe, 2017).

When developing the pay structure for the logistics manager it is important to ensure that it meets equity expectancies. Magnan & Martin, (2018) points out that one way to achieve equity expectancies is through internal equity by ensuring differential fair pay among employees within the organization. There needs to be good communication to make sure workers fully understand the pay decisions in order to promote good workplace morale and staff turnover. The logistics' manager salary needs to be carefully considered so that all employees within Sarah Oasis perceive their pay as equitable. For instance to reduce the fall in morale new hires should be given more salary that employees who have more experience.

External equity will only occur when the logistics manager perceive that he or she is being rewarded fairly in relation to other logistics officers in other organization. A number of factors may influence wage gaps among different organizations. These include industrial sector, geographical location, size of the organization and product competition. Using salary survey data would be critical in determining external pay equity for the position of the logistics manager.

Selection Criteria

Once the job description has been established and compensation has been harmonized, the selection process can begin. The selection process entails choosing the best-suited candidates from a group of applicants. According to Bailey, Mankin, Kelliher & Garavan (2018) better selection criteria can result in improved organizational outcomes. The most ideal selection criteria for the position of logistics manager would be the assessment of knowledge, skills, and abilities of applicants. In doing so it is important to begin by looking at the most basic qualification requirements while moving towards complex techniques. The most basic qualifications would include academic qualifications with a certificate as the minimum qualification, communication, and analytical skills. A minimum of two years of work experience would be ideal for this position. The candidate must also be flexible, able to work under minimal supervision and meet deadlines within the shortest time possible.

A job description is a very important tool for creating and communicating a job position. Other than aligning staff duties as per the organization's goals and visions it also serves as a basis for performance management. It can be used for developing compensation plans and appraisals, selection and recruitment as well as promoting career growth among employees.

References

Bailey, C., Mankin, D., Kelliher, C., & Garavan, T. (2018). Strategic human resource management. Oxford University Press.Baker, T. (2016). The Job Description and the New Contract. In The End of the Job Description (pp. 63-78). Palgrave Macmillan, London.

Buttner, E. H., & Lowe, K. B. (2017). The relationship between perceived pay equity, productivity, and organizational commitment for US professionals of color. Equality, Diversity and Inclusion: An International Journal, 36(1), 73-89.

Ellington, J. K., Brannick, M. T., & Levine, E. L. (2015). Job Analysis. Wiley Encyclopedia of Management, 1-3.

Magnan, M., & Martin, D. (2018). Executive Compensation and Employee Remuneration: The Flexible Principles of Justice in Pay. Journal of Business Ethics, 1-17.

Zimmer, M. J., & Sullivan, C. A. (2017). Cases and materials on employment discrimination. Wolters Kluwer Law & Business.