A job specification is a detailed statement that outlines the qualifications, skills, experience, and attributes a candidate must possess to perform a specific role successfully. It focuses on the person requirements of a job, whereas a job description focuses on the tasks and responsibilities of the role.

In other words, while a job description defines what the job entails, a job specification defines who is best suited to do it.

Purpose of a Job Specification

The main purpose of a job specification is to:

• Clearly communicate the requirements of a role to potential candidates
• Provide a benchmark for evaluating job applicants
• Help managers and recruiters make objective and consistent hiring decisions
• Ensure the right fit between the job and the employee
• Serve as a reference point for training and performance management once someone is hired

Components of a Job Specification

A typical job specification includes:

1. Educational qualifications The minimum academic background required (e.g., high school diploma, bachelor’s degree, professional certifications).
2. Experience requirements The level and type of work experience necessary (e.g., years of experience in a similar role or industry).
3. Skills and competencies Both hard skills (technical knowledge, software proficiency) and soft skills (communication, leadership, teamwork).
4. Physical and mental requirements If relevant, any physical ability or mental aptitude needed to perform job duties (e.g., ability to lift a certain weight, problem-solving skills).
5. Personal qualities Desired traits such as attention to detail, adaptability, creativity, integrity, or resilience.

Example of a Job Specification

Position: Inventory Manager

Qualifications and Skills Required:

• Bachelor’s degree in Business, Supply Chain Management, or a related field
• 5+ years of experience in inventory or warehouse management
• Strong analytical and data interpretation skills
• Proficiency with inventory management software
• Excellent leadership, planning, and organizational abilities
• Ability to stand for long periods and occasionally lift up to 50 pounds
• High attention to detail and problem-solving skills
• Effective communication and team collaboration skills
• CPIM certification (preferred)

Importance of a Job Specification

An accurate job specification helps organizations:

• Attract the right candidates by setting clear expectations
• Reduce the risk of mismatched hires
• Improve recruitment efficiency by filtering out unqualified candidates early in the process
• Establish clear standards for performance evaluation
• Identify training needs by highlighting skills gaps

Difference Between Job Description and Job Specification

• Job Description: Explains what the job involves – tasks, duties, responsibilities.
• Job Specification: Explains what type of person is required – skills, experience, qualifications.

Both documents are typically prepared together as part of the recruitment process.

How to Prepare an Effective Job Specification

1. Analyze the role carefully using job analysis techniques.
2. Consult with team members and managers who understand the role.
3. Be specific and clear about the requirements – avoid vague terms.
4. Distinguish between essential and preferred qualifications.
5. Keep the specification inclusive and avoid unnecessary barriers that could limit the candidate pool.