Execution of job descriptions: registration procedure, requirements and conditions, sample

Any organization is interested in the fact that employees perform their work as efficiently as possible, clearly understanding their goals and objectives. Proper execution of the job description will help in the organization of work.

DI registration procedure

This document regulates the internal labor relations of employees of the organization. The procedure for executing job descriptions will depend on the specific position, but in general this document should regulate the place and appointment of a worker in the management apparatus, as well as qualification requirements for him, his functional rights, responsibilities and duties, as well as possible incentives.

By law, the design of job descriptions is optional for the company, but this document helps not only in regulating the activities of employees, but also in the event of various kinds of conflict situations within the organization or with the tax.

According to Rostrud, this document should be separate for each specific position that is on the staff list (even for a vacant one). The instruction expresses the interests of the two parties in a working relationship, because it contains additional information, requirements related to the personal, business qualities of the employee, and more.

In the absence of this document, it becomes impossible:

• justification for refusing to accept a post;
• an objective assessment of the employee’s activities for the period of the trial period;
• distribution of labor functions among workers;
• temporary transfer of the worker to another job;
• assessment of the integrity and completeness of the employee's performance of his labor functions.

The legislation does not impose specific requirements for the execution of the job description, in addition, the absence of this document is not a violation of the law, and therefore does not entail liability. On the other hand, this fact can cause negative consequences in the adoption by the employer of illegal actions and decisions.

Correction and Compilation

The basis for the development and execution of job descriptions is the Qualification Directory of posts. It contains qualification characteristics, which are divided into:

• specialist job responsibilities;
• necessary knowledge;
• employee qualification requirements.

It is important to understand that this guide is designed to facilitate the solution of working moments, their settlement, as well as to organize the most effective activities in personnel management. It is only advisory in nature.

The execution of job descriptions of employees is not regulated by legal regulations. Accordingly, the employer independently decides how to formalize it and make the necessary changes. The instruction may be an independent document or an annex to an employment contract.

The adjustment is often associated with the introduction of changes to the mandatory conditions in the labor agreement. The employer is obliged to notify the employee in advance of the upcoming changes in writing. If a full-time employee agrees to continue a working relationship, the appropriate changes are made to the instructions. If it is an AP application, then it is necessary to make changes by drawing up an additional agreement.

Compilation Recommendations

The Labor Code says nothing about the drafting and execution of job descriptions. Despite this, it is the most important document, the content of which includes the terms of reference, labor function, limit of responsibility, as well as qualification requirements. This document is made in 2 copies, one of which is given to the employee.

When executing job descriptions in accordance with GOST, they used to rely on State Standard R 6.30-2003, which was put into effect through Decree of the State Standard of Russia No. 65-Art. dated 03.03.2003, but its action ceased, since July 1, 2017, GOST R 7.0.97-2016 entered into force. Details that are required to be indicated in this document are described in Section 2 of the GOST.

The sample design of the job description is sent for approval to all officials who are interested in it. Any suggestions and comments on the project to interested officials can be presented on separate sheets, which must be dated and signed by the employees of the organization. Execution of job descriptions can be based on GOST R 7.0.97-2016, where it is permitted to issue approval visas on the last sheet at the bottom of the original document. Also, this document can be visually leafed (at the discretion of the enterprise).

Rules for registration of details

The developed state standards serve as an example of job description. According to them, each type of organizational and administrative documentation must have completely filled in the details. The order of their location on the sheet is also defined and matters. The job description refers to documents for internal use, so some types of details are optional. For example, it does not make sense to register the organization’s logo, its reference data, registration number or OKPO code.

Mandatory details that must be specified in the instructions:

• name of the company, its specific division;
• the name of the document itself (job description), which specifies the specific position for which it was developed;
• OKUD (document form code), for instructions - 0253051;
• date and place where the document was drawn up;
• stamps approval and approval;
• registration number;
• text part;
• a field that is intended for signatures of familiar persons;
• signature of the official who developed the document.

Main sections

The sample design of the job description in accordance with GOST should include several sections. Each of them is obliged to consider in detail the following issues:

1. The content and list of labor functions, as well as a list of the types of work performed related to this position.
2. Powers and rights of a specialist, their brief description.
3. Responsibility that applies to an employee for improper or complete failure to perform work duties.

As for the requirements for the design of the text, they are standard: the width of the lower and upper margins is at least 20 mm. It is necessary to use special terms in the text that are established in the business environment when using speech turnovers, and the use of professional stamps is also necessary. Such a presentation style will help in avoiding an ambiguous interpretation of the meaning, and will also make the information in the text as clear as possible for workers to perceive.

CI of the customs clearance manager

This employee is classified as a professional. He is appointed and dismissed by order of the head of the enterprise. The job description of a customs clearance specialist provides that a person who has:

• Higher professional education in the specialty "Customs" without experience;
• economic or legal higher education with at least a year of experience;
• specialized secondary education with at least 3 years of experience;
• qualification certificate in the specialty of customs clearance, advanced training courses in the field of customs clearance once every three years.

In his activity, this specialist should be guided by:

• organization charter;
• legal normative acts, methodological profile recommendations related to customs clearance;
• orders, orders of the head;
• their job description.

What should a customs clearance specialist know?

The manager of this industry should know the following:

• legal and regulatory acts, as well as other guidance documents and materials that govern the conditions for the movement of goods across the border and the procedure for customs clearance;
• duties, rights and responsibilities of the customs agent, declarant;
• government regulation of foreign economic activity;
• the rules by which currency control is carried out for customs purposes;
• customs regimes;
• liability measures that apply for offenses and crimes in the field of customs;
• the procedure adopted during the declaration, as well as the types and forms of customs declarations;
• classification that is used for goods for customs purposes;
• the procedure and rules used to fill out customs documentation;
• types and classification of customs payments, as well as the procedure that applies when paying and calculating them;
• reporting procedures established by the organization;
• rules applicable for determining customs value;
• the foundations of a culture of communication, economics, psychology, labor organization;
• rules for using innovative means of technology, as well as software;
• norms and rules of industrial safety, labor protection at the workplace;
• basics of labor law.

The duties of the customs clearance manager

The sample design of the job description of this specialist prescribes the following responsibilities:

• Carry out paperwork for goods moving across the border, perform other actions that are necessary when organizing customs clearance.
• To declare goods in customs regime, based on the information contained in the shipping and other documents.
• Check the reliability of information about the goods transported, which are indicated in the transportation and commercial documentation.
• Determine the code of goods, based on their nomenclature.
• Choose a method for calculating customs value and based on it, make a calculation.
• Determine the type of tax on the goods, calculate it.
• Determine the country of origin of goods transported across the border.
• Apply tax benefits, tariff preferences.
• Provide advisory services regarding customs clearance.
• Keep records and record keeping, process information.

The rights of the customs clearance manager

Proper execution of the job description implies the following rights of a customs clearance specialist:

• The right to get acquainted with draft decisions of managers that relate directly to his activities.
• The right to make proposals regarding the improvement of work activities.
• The right to inform management about any shortcomings in the organization (within the competence of the specialist) that have been identified in the course of labor activity, as well as make suggestions regarding their elimination.
• The right to, on behalf of management or in person, request documents or information from organizational units that are necessary in the performance of work duties.
• The right to demand from the management of the organization to provide assistance in the performance of direct duties.

Relationships, Responsibilities and Evaluation of the Customs Clearance Manager

A sample of the correct execution of the job description of this specialist says that he submits to the head of the structural unit. He interacts with employees of structural divisions on issues that fall within his competence.

The requirements for the execution of the job description also include the existence of a section of responsibility of the customs clearance specialist. The results of the manager’s work should be evaluated by the head of his structural unit. The customs clearance manager should be responsible for:

• failure to perform, improper performance of immediate duties;
• causing material damage in the process of working activities (in accordance with the law);
• non-compliance with the rules of labor internal regulations, norms and rules of industrial safety and labor protection.

What tasks does the job description solve?

If this document is drawn up correctly and is strictly observed by all employees of the organization, then it will be a pillar in the work of the enterprise. An example of the design of the job description should serve as documents that comply with state requirements. This will provide the semantic value of this documentation and will be a confirmation of authenticity.

Although the employee ID is not included in the list of required documents, its presence is a big plus in the work of the company. It solves the following production and management tasks:

• a clear definition of job responsibilities for an individual work unit, which is included in the staffing table, taking into account all the features of specific tasks and the workplace;
• delineation of duties, the definition of relationships by position, the establishment of a hierarchy, as well as subordination;
• justification for reimbursement to the worker of certain types of expenses that are caused by the performance of his work duties;
• the establishment of clear and understandable qualification requirements for the position and criteria for evaluating the effectiveness in the performance of duties, as well as the conformity of the position;
• establishing the rights and obligations of a specialist, determining the area of ​​his responsibility and punishment, which is provided for violation or non-performance of official duties.

This document must be drafted competently, as well as meet established requirements. State level regulations governing the rules for the design of this document are GOSTs, which establish the specific requirements that are used in the execution of business papers. Previously, GOST R 6.30-2003 was used, but its effect ceased, since GOST R 7.0.97-2016 entered into force on 07/01/2017. It is worth paying attention to the fact that the provisions prescribed in the instructions should not worsen working conditions, as well as the situation of workers, in comparison with those guaranteed by law.

Additional sections

Some of the more common additional sections in CI:

1. “Relationships” is a section that regulates production contacts of employees from one department as well as from different. If necessary, it establishes official relations within the organization, as well as with third-party enterprises. This is necessary, for example, if the worker interacts with contractors and there is a need to inform management about this. In order to improve the quality of MD, it will not be superfluous to establish in this section the procedure and frequency for the employee to submit plans, reports and other documents.
2. "Evaluation of work" is a section where the criteria are clearly established by which the assessment of labor will take place.
3. "Procedure for reviewing job descriptions." In this section, it is advisable to determine the validity period, as well as the conditions for the review of MDIs, which include:

• any changes in the organizational structure;
• review, staffing changes;
• the emergence of new work responsibilities, which leads to the redistribution of existing ones;
• change in the nature of work due to the introduction of innovative technologies.

Additional sections should be located at the end of the job description.