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What is a job requisition?
A job requisition is a formal request made by a manager or HR team to hire a new or additional employee. It serves as the starting point for the recruitment process and typically includes key details like the job title, job description, required skills and qualifications, and the budget for the position.
This formal document is usually initiated by a manager and must go through an approval process from upper management before any hiring efforts begin. Once approved, the job requisition guides the hiring process, from posting the job opening on a job board to reviewing applications and conducting interviews.
Having a clear job requisition process in place ensures that hiring is organized and consistent. It helps HR teams target the right job seekers and find the ideal candidate who fits the company culture and meets the job’s skills and experience requirements.
Key elements of a job requisition
A job requisition typically includes the following key elements:
- Job Title: The official title of the position.
- Department: The team or department making the request.
- Reason for requisition: Why is the position being opened? Is it due to growth, replacement, or restructuring?
- Job Duties and responsibilities: An overview of the main responsibilities of the role.
- Skills and qualifications: The required and preferred skills, education, and experience.
- Budget and salary range: The expected compensation for the role.
- Approval signatures: Sign-off from relevant managers or HR professionals.
- Start date: When the new hire is expected to begin work.
These elements provide a comprehensive snapshot of the open position, guiding the recruitment process.
What are the benefits of job requisition?
A job requisition is a formal request to hire someone for an open position, and it plays a key role in organizing the recruitment process. Here are the key benefits:
1. Organized recruitment process
Using a job requisition process ensures that the recruitment journey is smooth and structured. It helps keep things consistent, from creating the job title to posting the opening on a job board. This organization can save time and resources for human resources teams.
2. Budget management
A job requisition typically includes details about the budget for the position. By having this information in advance, companies can ensure that they’re hiring within their financial limits. It also helps prevent overspending when filling roles.
3. Legal compliance
A job requisition supports legal compliance by ensuring that the hiring process follows employment laws. The document outlines necessary skills and qualifications and ensures that recruitment meets equal opportunity standards.
4. Hiring the right candidate
The job requisition clearly defines the ideal skills and experience needed for the role. By specifying these in the job duties and job description, the company increases its chances of attracting and hiring the ideal candidate who fits both the role and the company culture.
5. Clear communication
A job requisition serves as a central internal document that communicates the hiring needs to all team members involved. This clarity helps align the interview process and ensure that the right candidate is selected, speeding up the overall job search.
Overall, the job requisition is a vital part of the recruitment process, helping businesses manage costs, maintain legal compliance, and find the right talent for the job. By streamlining communication and organization, it enhances the efficiency of hiring in a competitive job market.
What are the drawbacks of job requisition?
The job requisition process plays a critical role in recruitment, but it comes with several challenges. Here are some potential drawbacks:
1. Time consuming
Creating and approving a job requisition can take time, especially if it requires several levels of approval. Each step adds delays to the overall recruitment process, slowing down the search for the ideal candidate.
2. Limited flexibility
Since a job requisition is a formal document outlining specific skills and qualifications, it can limit flexibility. HR teams may find themselves restricted by these fixed requirements, potentially missing out on candidates who could thrive in the work environment but don’t meet every listed criterion.
3. Bureaucracy
The approval process for a job requisition often involves multiple stakeholders, including HR, managers, and executives. This can lead to excessive bureaucracy, which may delay the job posting and job description, making it harder to attract talent quickly.
4. Lack of agility
If organizational needs shift after the requisition is approved, it’s difficult to adapt. Making changes to the job title, responsibilities, or requirements after approval can be cumbersome, limiting the company’s ability to respond to changes in the job market.
5. Limited pool of candidates
Strictly defined requirements can limit the pool of candidates. Qualified job seekers who may lack a specific degree or exact work experience might be excluded, even though they could bring value to the open position with their skills and work environment adaptability.
While the job requisition process is essential for defining job duties and streamlining recruitment, its formal structure can sometimes hinder agility and limit access to a diverse range of potential candidates. Companies need to balance between structure and flexibility to ensure they attract the best talent while maintaining efficiency.
Difference between job requisition, job posting, and job description
When hiring, it’s important to understand the differences between a job requisition, job posting, and job description. Each plays a unique role in the recruitment process. Here’s a simplified breakdown:
Job requisition
A job requisition is a formal request made by a department or team member to hire a new employee. It kicks off the hiring process. The job requisition process includes key details such as the job title, required skills and qualifications, budget, and the approval from upper management or human resources. It’s an internal document that ensures the right role is approved before being advertised.
Key features:
- Initiates the recruitment process
- Includes job title, budget, and required skills
- Requires management approval
Job posting
A job posting is an advertisement for a job opening. Once a job is approved, it is posted on job boards, company websites, or social media to attract potential candidates. The job posting includes the job title, main job duties, and how to apply. It’s designed to reach job seekers and introduce them to the position, company culture, and work environment.
Key features:
- Public advertisement for a job
- Includes job duties, qualifications, and application process
- Appears on job boards and other platforms
Job description
A job description is a more detailed, formal document that outlines the specific responsibilities, expectations, and qualifications of the role. It is shared with potential candidates and serves as a guide for both hiring managers and applicants during the interview process. The job description helps to define the ideal candidate and ensures both parties understand the role.
Key features:
- Detailed explanation of job duties and work environment
- Includes required skills and experience
- Used in the job posting and interview process
Summary
- Job requisition: An internal request to hire for an open position, guiding the job requisition process.
- Job posting: A public job ad that attracts candidates by listing job duties, how to apply, and company culture.
- Job description: A detailed document that clearly defines the role, responsibilities, and required skills and qualifications.
Each step is essential for successfully attracting and hiring the right talent for the organization.
Tips for writing a great job requisition
- Be specific: Clearly define the job title, duties, and skills and qualifications. Avoid vague descriptions that could confuse HR or hiring managers.
- Align with business goals: Ensure the requisition supports the company’s overall goals. Mention how the role will contribute to business objectives.
- Include a justification: Explain why the position is needed, whether it’s to fill a vacancy, support team growth, or handle new responsibilities.
- Set a realistic budget: Ensure the salary range or budget aligns with industry standards and the organization’s financial capacity.
- Get approval: Make sure all relevant stakeholders, including department heads and HR, approve the requisition before moving forward.
By following these tips, you can create a job requisition that efficiently guides the hiring process and attracts the right talent.
Job requisition form template
Here is a simple template to guide you when creating a job requisition form:
Job Requisition Form
Job Title:
[Insert job title]
Department:
[Insert department name]
Reason for Requisition:
[Growth/Replacement/Other – provide details]
Job Duties and Responsibilities:
- [List primary responsibilities]
Skills and Qualifications:
- [Required skills and experience]
- [Preferred skills, if any]
Budget/Salary Range:
[Insert salary or hourly rate]
Start Date:
[Expected start date]
Approval:
[Manager/HR signatures]
