Think You Know What Your Job Needs? Why Skipping Job Analysis Could Cost You

Too often, hiring managers may rely only on past experiences or old job descriptions when drafting job requirements in the job advertisements without checking alignment with the Tripartite Guidelines on Fair Employment Practices (TGFEP). The result? Roles may be described in ways that 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 start. Crafting non-discriminatory job advertisements begins with a proper job analysis to ensure job requirements are clear, justifiable, and compliant with both TGFEP and the WFA.

Job analysis is more than just an HR formality – it’s a strategic tool for effective hiring. By identifying the skills, experience, qualifications, experience and the working conditions required for a job, employers can expand their talent pool and gain confidence that shortlisted candidates are well-equipped to perform their role effectively. This approach coupled 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. 

Skipping Job Analysis: A Real-World Consequence

Sally, a Human Resource Manager in a Food & Beverage 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 wasn’t 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 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 - 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 over 15kg and standing for extended periods.
2. Removed discriminatory language: She 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 ability and relevant skills,
3. Aligned with TGFEP: Sally updated the company’s recruitment practices by introducing a job analysis step prior to job advertising. 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 TGFEP and guided them on how to make fair and objective hiring decisions. 

Why Job Analysis Matters More Than Ever

Under the Workplace Fairness Act, employers must not include protected characteristics – like age, nationality, sex, marital status, pregnancy status, caregiving responsibilities, race, religion, language, disability and mental health condition - 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 the 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.

Check out TAFEP’s Fair Recruitment Toolkit or take the WFA self-assessment module in the Fair and Progressive Employment Index to get useful insights and resources to strengthen fair and merit-based employment practices.

This article was first published in 2025 and updated in 2026.