What is Job Requisition?

A job requisition is a formal document that department managers use to request the hiring of the new employees. Job requisition serves as a request for the new hire and provides an explanation of this need and determines the budget need to make a new hire.

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What is a job requisition?

A job requisition is a formal document that a hiring manager uses to request the hiring of new employees.
When department managers need an additional workforce or to replace the existing one, they will fill out a job requisition.
The job requisition is often considered the formal starting point of the full life cycle recruiting process that ends with the onboarding of the new hire.

What information should a job requisition include?

A job requisition usually consists of the following job requisition elements:
  • Job Title: Clearly defined and reflective of the role's duties.
  • Department and Supervisor: Provides context and reporting structure.
  • Job Responsibilities: Detailed list of tasks and expectations.
  • Required Qualifications: Education, experience, and skills necessary for the role.
  • Desirable Qualifications: Additional skills that enhance a candidate's suitability.
  • Employment Type: Full-time, part-time, contract, etc.
  • Location: Workplace location or remote work possibilities.
  • Salary Range: Competitive compensation information.

How to write a job requisition

  • Clear and Concise Language: Use straightforward language to ensure the requisition is easily understandable. Avoid jargon and overly technical terms that might confuse potential applicants.
  • Reflect Company Culture: Incorporate aspects of your company's culture and values. This attracts candidates who are not just capable but also a good cultural fit.
  • Highlight Career Growth Opportunities: Emphasize the potential for professional development and career advancement within the position. This is a key motivator for top talent.
  • Include Essential and Desirable Skills: Distinguish between must-have qualifications and skills that would be advantageous. This broadens your pool of applicants while maintaining a focus on essential criteria.

Why a job requisition matters

Job requisition is important because it states the department managers’ need for new employees. It serves as a request for the new hire, providing an explanation of this need and determining the budget needed to make a new hire. As such, a job requisition is an important part of the hiring process, especially in companies with HR departments that have formal HR procedures.

In such companies, a department manager who needs to hire more people fills out a job requisition and sends it to the HR department. The HR team evaluates the needs and resources needed to make a new hire, and once they get approval from the decision makers, they send this approved job requisition to recruiters who use it to write a job posting.

Getting approvals for a job requisition can be a lengthy process, especially when there are multiple stakeholders involved. This can often prolong the time to fill a position and be frustrating for the parties involved. Learn how you can streamline the job requisition approval process to start the recruiting process as soon as possible. 

Broken Hiring Process

Job requisitions in recruitment help solve several key problems that organizations face when hiring new employees. These issues include:

  • Unstructured Hiring: Without a formal job requisition process, hiring can become ad hoc and unstructured, leading to inefficiencies and inconsistencies. Job requisitions ensure a standardized approach to hiring, making the process more organized and streamlined.
  • Misalignment with Organizational Needs: One of the biggest challenges in recruitment is ensuring that new hires meet the current and future needs of the organization. Job requisitions require that roles are clearly defined and aligned with business objectives, helping to ensure that new employees fill actual strategic needs.
  • Budget Overruns: Without a clear job requisition process, there's a risk of hiring staff without a proper assessment of the financial implications. Job requisitions require approval from higher management, ensuring that all new hires fit within the organization's budget and financial planning.
  • Ineffective Candidate Targeting: Without a clear definition of the role and its requirements, the recruitment process can attract a wide range of candidates, many of whom may not be suitable for the position. Job requisitions help define the specific skills, experience, and qualifications needed, making it easier to target and attract the right candidates.
  • Compliance Risks: Hiring without a formal job requisition process can lead to compliance issues, especially if the organization is subject to regulations regarding hiring practices. Job requisitions ensure that all hires are justified, documented, and comply with legal and organizational policies.
  • Time-consuming Recruitment Processes: Without clear criteria and approval processes, recruitment can become lengthy and inefficient. Job requisitions streamline the process by setting clear expectations and approvals upfront, reducing delays and speeding up the hiring process.
  • Lack of Accountability: In the absence of formal job requisitions, it can be difficult to hold managers and recruiters accountable for their hiring decisions. Job requisitions ensure that every hire is justified, approved, and aligned with strategic goals, increasing accountability.
  • Poor Resource Allocation: Hiring without a plan can lead to poor allocation of human resources, with some areas of the organization being overstaffed while others are understaffed. Job requisitions are part of strategic workforce planning, helping to ensure that resources are allocated efficiently and effectively to meet the organization's needs.
  • Inadequate Strategic Planning: Without job requisitions, hiring can become reactive rather than proactive, leading to missed opportunities for strategic workforce planning. Job requisitions allow organizations to anticipate future needs and ensure that they are prepared to meet their long-term objectives.

By addressing these problems, job requisitions play a crucial role in making the recruitment process more efficient, effective, and aligned with the strategic needs of the organization.

Job requisitions benefits

A job requisitions or hiring plan in recruitment serves several important benefits for an organization, including:

  • Structured Hiring Process: It brings structure and clarity to the hiring process by defining the specific needs for a new hire, including the job role, responsibilities, qualifications, and experience required. This ensures that the recruitment process is aligned with organizational needs and goals.
  • Budget Approval and Resource Allocation: A job requisition typically requires approval from higher management, ensuring that the hiring aligns with the budgetary constraints and resource planning of the organization. It prevents unnecessary hiring and ensures that new positions are created with a clear understanding of the financial implications.
  • Efficiency and Effectiveness: By clearly defining the job role and the ideal candidate profile, organizations can streamline their recruitment process. This leads to a more efficient search for candidates and increases the effectiveness of the recruitment efforts by targeting more suitable candidates, reducing the time to hire, and improving the quality of hires.
  • Strategic Workforce Planning: A hiring plan is crucial for strategic workforce planning. It helps organizations anticipate their future human resource needs based on their business goals, projects in the pipeline, and market trends. This proactive approach helps in identifying skill gaps and planning for future hiring, ensuring the organization can meet its long-term objectives.
  • Improves Candidate Experience: A well-defined job requisition and hiring plan improve the candidate experience by providing clear expectations and transparent communication throughout the recruitment process. This helps in attracting better candidates and leaves a positive impression of the organization, whether or not the candidate is selected.
  • Compliance and Accountability: Job requisitions help in maintaining compliance with legal and internal policy requirements by ensuring that all hires are justified, documented, and fit within the organizational structure and budget. It also holds managers accountable for their hiring decisions, ensuring that they are based on organizational needs and not personal preferences.
  • Aligns Hiring with Business Strategy: A hiring plan ensures that recruitment efforts are directly aligned with the business strategy. It helps in ensuring that each new hire contributes to the strategic goals and objectives of the organization, maximizing the return on investment in new talent.
  • Data-Driven Decision Making: Through the process of creating and analyzing job requisitions and hiring plans, organizations collect valuable data on their hiring needs, successes, and challenges. This data can inform future recruitment strategies, helping to make more informed, data-driven decisions.

Overall, job requisitions and hiring plans are critical tools in strategic human resource management, enabling organizations to hire the right talent at the right time in a cost-effective and efficient manner, while also supporting long-term business goals.

Understanding the Job Requisition Process

The job requisition process serves as the backbone of a strategic recruitment effort, beginning with the identification of a staffing need and culminating in the onboarding of a new employee. This procedure involves several key steps, each of which plays a vital role in the successful acquisition of new talent.

Step 1: Identifying the Need

The process begins with a clear identification of the need for a new role within the organization. This may arise from various factors, including project expansions, technological advancements, or the departure of current employees.

Step 2: Drafting the Job Requisition

Once the need is identified, a detailed job requisition is drafted. This document outlines the responsibilities, qualifications, experience, and skills required for the role. It serves as a critical tool for aligning the recruitment process with the organization's strategic objectives.

Step 3: Approval Process

The job requisition is then submitted for approval to relevant stakeholders, including department heads and finance teams, to ensure alignment with budgetary constraints and organizational goals.

Step 4: Job Posting

Following approval, the requisition is transformed into a job posting and advertised across various channels, including the company’s career page, job boards, and social media platforms, to attract a diverse pool of candidates.

Step 5: Screening Applications

Applications are meticulously screened to identify candidates who best match the job criteria. This involves reviewing resumes, cover letters, and portfolios, and shortlisting candidates for the interview process.

➡️ How to identify star candidates by their resumes?

Step 6: Selection Process

Shortlisted candidates undergo a comprehensive selection process, which may include interviews, assessment tests, and background checks, to ensure their suitability for the role.

Step 7: Job Offer

Upon selecting the ideal candidate, a job offer is extended. This offer includes details on salary, benefits, and other terms of employment.

Step 8: Onboarding

The final step involves the onboarding of the new employee, ensuring they are integrated into the organization smoothly and effectively.

➡️ 6 Awesome Employee Onboarding Examples

Best Practices for a Seamless Job Requisition Process

  • Streamline Approval Workflows: Implementing automated workflows can significantly reduce the time taken for requisition approvals, enabling a quicker response to talent needs.
  • Leverage Technology: Utilizing Applicant Tracking Systems (ATS) and recruitment software can streamline the screening and selection process, ensuring a more efficient and effective recruitment cycle.
  • Focus on Employer Branding: A strong employer brand is crucial for attracting top talent. Ensure that job postings and recruitment materials reflect the company’s values and culture.
  • Engage in Strategic Sourcing: Beyond traditional job postings, engage in proactive sourcing strategies, such as networking events, career fairs, and social media outreach, to build a robust talent pipeline.
  • Ensure a Candidate-Friendly Process: A transparent and candidate-friendly process enhances the candidate experience, boosting the company’s reputation among potential employees.

The difference between job requisition, job description, and job posting

Although many people use these 3 terms interchangeably, job requisition, job description, and job posting are 3 distinctive terms with completely different meanings and uses.
  1. A job requisition is an internal document written in a formal tone that states and explains the need for hiring an employee for a certain job position.
  2. A job description is an internal document written in a formal tone that describes and explains the company’s job position and its details such as job duties and responsibilities and needed qualifications.
  3. A job posting is an external advertisement based on a job description. Its purpose is to attract potential candidates. This is why a job posting is written in an engaging tone and it contains information not only about the job position but also about your company and the benefits you offer. 
In short: Job requisition requests filling of a job position, job description explains the job position, and job posting sells it to potential candidates.

➡️ Take the First Step Towards Hiring Excellence: Download Our Free Hiring Plan Template.

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