Personal Job Descriptions Are Important

It is valuable to have a well thought out written job description for yourself as well as your employees. It avoids any misunderstanding about what the person is responsible for and what is not part of the normal duties required by the job.

A good job description will clearly define what the major purpose of the job is. Buyers will know the extent of their authority and what is expected of them to obtain the organization’s required goods and services. They will know when they need to report problems to the purchasing manager and when they are expected to handle various situations alone with the supplier.

In a multi-buyer organization, buyers are sometimes unsure what items they are assigned to buy and what items are the responsibility of other buyers. When this is the case either arguments result or actions to obtain purchasing requirements are delayed.

Any ambiguity about responsibility creates confusion and misunderstandings. Clear definitions promote prompt handling of supply requirements. A proper job description prevents duplication of efforts and conflicting instructions with suppliers.

The purchasing manager may wish to write his or her own job description to avoid overstepping the assigned authority which may expose the manager to personal legal problems. The written description should then be sent to the manager’s boss for agreement and signed approval. The written document should be retained and assumed as acceptable even though no response is received.

The job description should relate to the objectives and goals for the job. It helps define the proper salary level and justifies bonuses or rewards for extraordinary performance.

Sample job descriptions are available to members on the American Purchasing Society’s web. They are also in the Society’s generic Policy and Procedure Manual which may be customized for a particular organization. The Manual may be purchased online.