Why job analysis is key to fair and effective hiring

Job analysis isn't just HR paperwork – it's a strategic hiring tool. By clearly defining key skills, qualifications, and working conditions, organisations can broaden their talent pool and ensure candidates are prepared to succeed, experts from Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) note.

Fair and effective hiring starts with clarity – and job analysis provides that foundation by defining roles, responsibilities, and the skills that truly matter when putting up a job advertisement.

Too often, hiring managers rely on past experiences or outdated job descriptions when drafting job requirements without checking for alignment with the Tripartite Guidelines on Fair Employment Practices (TGFEP). The result? The advertised job role descriptions may unintentionally exclude qualified candidates.

As Singapore strengthens efforts to reinforce existing fair and harmonious workplace norms with the upcoming Workplace Fairness Act (WFA), it’s more important than ever for employers to get this right from the outset. Crafting non-discriminatory job advertisements begins with conducting a proper job analysis to ensure job requirements are clear, justifiable, and compliant with both the TGFEP and the impending WFA.

Job analysis is more than just an HR formality – it's a strategic tool for effective hiring. By clearly defining the skills, qualifications, experience and the working conditions required for the job, organisations can expand their talent pool and gain confidence that shortlisted candidates are well-equipped to perform their role effectively. This approach, when combined with an understanding of the TGFEP, ensures a better fit between the job and the candidate, and supports fair and merit-based hiring practices aligned with the TGFEP.

[Case Scenario] The risks of skipping job analysis: a practical example

Sally, a HR manager in a F&B company, was asked by her CEO to post a job advertisement for a "Fruit Packer". He did not give her a formal job description and told Sally to reflect a “male only” requirement in the job advertisement as he assumed the job was not suitable for women as it involved heavy lifting and standing long hours.

Following her CEO’s instructions, Sally posted a job advertisement that included a preference for male workers. A job seeker saw the discriminatory job advertisement and lodged a complaint with the Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP). A TAFEP officer was assigned to assess the case and engaged Sally to find out the reason for the requirements. Upon closer review, it was clear the sex preference was based on stereotypes, and not genuine job requirements.

How job analysis prevents bias and builds fairness

To address the issue, Sally worked with TAFEP to make changes to the job advertisement. She took the following steps:

1. Analysed the job properly: Sally spoke with the incumbent fruit packers to understand the job requirements better. With that information, she was able to list objective requirements such as lifting loads of over 15kg and standing for extended periods.
2. Removed discriminatory language: Sally identified that sex was not a valid requirement of the job and revised the job advertisement with clear requirements that focused solely on the candidate’s abilities and relevant skills.
3. Aligned with TGFEP: Sally updated the company’s recruitment practices by introducing a job analysis step prior to advertising the roles available. The company also implemented a review process to ensure job advertisements reflect fair and merit-based criteria.

Following the incident, Sally took the opportunity to educate her line managers on the TGFEP and guided them on how to make fair and objective hiring decisions.

Why job analysis matters more than ever

Under the upcoming WFA, employers must not include protected characteristics – like age, nationality, sex, marital status, pregnancy status, caregiving responsibilities, race, religion, language, disability and mental health conditions – in job advertisements as a basis for employment unless allowed by specific exemptions.

Job analysis will help to ensure:

• Clarified job needs: By clearly defining what the job entails, job advertisements help attract suitable candidates based on actual needs.
• Removed biases: Grounds hiring criteria in objective information, not assumptions or stereotypes.
• Consistent practices: Aligns hiring decisions across departments and stakeholders through a standardised, transparent process.
• Strengthened legal compliance: Provides documented, role-based justifications for selection criteria to support fair and merit-based hiring.

Job analysis process: Best practices for employers

To embed job analysis into your recruitment process:

• Use a structured job analysis template to define tasks, qualifications, and other job requirements.
• Identify the competencies necessary to perform the job effectively.
• Regularly review job descriptions to ensure they reflect genuine occupational requirements.
• Train hiring managers on how job analysis supports fair and inclusive hiring.

In summary, job analysis is a first step of fair and consistent hiring. By focusing on objective requirements instead of assumptions, employers can attract the right candidates and build a more inclusive workplace.

Take the TGFEP self-assessment module in the Fair and Progressive Employment Index to know how well your organisation abides by the Tripartite Guidelines. You will also gain practical insights, access useful resources, and assistance to strengthen fair and merit-based employment practices.

The Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) provides information and resources to help employers and HR professionals keep abreast of HR best practices. Visit tafep.sg to find out more.