What is the purpose of a job description?
The Job Description (JD) is a people management and regulatory compliance tool that brings order, clarity and continual improvement to the organization. It usually includes: job identification such as title, area and line manager; main functions and tasks; associated responsibilities and authority; training, experience and competence requirements; and, in some cases, performance indicators.
The JD provides the company with:
- Organizational clarity. The JD defines what each person must do and the scope of their responsibilities. It helps avoid overlaps or gaps in functions.
- ISO compliance. It serves as evidence during audits that the company has clearly defined responsibilities and authorities, for example under ISO 9001 for quality, ISO 14001 for environmental management, ISO 45001 for occupational health and safety, and other standards.
- Talent management. It makes it possible to identify the required competencies and compare them with existing ones, providing a basis for training plans. It also supports recruitment, promotion and staff evaluation processes.
- Improved internal communication. Employees better understand their role and how they contribute to the company’s objectives. It also strengthens alignment with the corporate strategy.
- Productivity and efficiency. The Job Description helps standardize tasks and responsibilities, reducing internal conflicts and duplication of effort.
- Legal and labour security. JDs provide documented evidence of what is expected from each employee and can be used as support in the event of labour disputes.
Which ISO standards require a Job Description?
In ISO standards, the Job Description (JD) is not always explicitly listed as a mandatory requirement. What several management system standards do require, however, is that the roles, responsibilities and authorities of staff be defined, documented and communicated. In summary, the standard stipulates that:
ISO 9001 Certification – Quality Management
The ISO 9001 quality management certificate requires the organisation to assign responsibilities and authorities relating to the management system.
The ISO 9001 standard does not require a formal ‘JD’, but it does require that the responsibilities of each role are clearly defined and documented. Many companies achieve this through job descriptions.
ISO 14001 Certification – Environmental Management
The ISO 14001 environmental management certificate, like the ISO 14001 standard itself, requires specific responsibilities and authorities to ensure environmental compliance. The JD is a recommended tool, not a mandatory one.
ISO 45001 Certification – Occupational Health and Safety
ISO 45001 certification requires the definition of roles, responsibilities and authorities in relation to occupational health and safety.
Furthermore, the ISO 45001 standard requires that workers are aware of their duties. It is very common to use job descriptions to demonstrate this.
ISO 27001 and ENS certified – Information security
The ISO 27001 Information Security Management System standard, like the ENS, does not mention “JD”, but it does require the definition of security roles and authorities (clauses 5.3 and 7.2).
To demonstrate this, in accordance with both ISO 27001 and the ENS, many companies use job descriptions that include information security responsibilities.
ISO 50001 Certification – Energy management and efficiency
ISO 50001 Energy Management Certification in accordance with the ISO 50001 standard requires the appointment of an energy management team with clearly defined roles and responsibilities (clause 5.3). The Job Description (JD) serves to document this.
IATF 16949 Certification – Quality Management in the Automotive Industry
IATF 16949 certification under the IATF 16949 standard is more stringent: it requires the definition of the roles, responsibilities and authority of staff whose work affects product quality. The DPT is virtually mandatory for demonstrating compliance.