Assignment For HRM in CEMBA

Open University of Sri Lanka Commonwealth MBA Program
Take Home Assignment Managing Human Resources -MCP 1603

B.S.Tharanga Kariyawasam - Registration No -513348588
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Job description of Inspector of police

Job Identification :-

Job Summary :-
The police officer in the rank of Inspector of Police who works under the command of Officers in
Charge (OIC) or Head Quarter Inspectors (HQI) in respective Police divisions enforces the law
enacted by the legislation and rules by competent authority. The jobholder is supposed to oversee,
lead and control subordinate officers according tasks and duties such as inquiring in to crimes,
enforcing laws, supervising tasks, duties, misconducts and welfare facilities of junior officers, and
report to superiors where it is necessary. The jobholder is expected to coordinate for smooth
functions of duty between junior level officer and senior level officers as well as direct junior Police
officers to achieve organizational goals in manner of ensuring legal obligation. Execute warrants, and
courts orders issued in his name or his assignment are part of duty of the Jobholder. In addition, to
perform other assignments as required.
Scope and Impact of Role :-
Enforces laws; writes complex criminal and civil reports; maintains a high degree of discretion
initiative, and interaction with all factions of the local population and general public; and may use or
order to use lethal and deadly force in critical situations.
Financial responsibility: -
Reporting for financial deficiency, requesting for allocation of money where it is necessary for
procuring daily needs in accordance with government financial regulations.
Effective utilization of government properties and ensure other police officer do so.
Supervisory responsibility: -
Overseeing, directing, guiding, advising, and coaching Police officers under his command.
Take the responsibility of duties of police officers who are under his supervision.
Analyse situations, formulate plans, and prioritize needs to address critical incidents.

Required Knowledge , Skills and Experience :-
Knowledge:-
Statutory enactments and Government -- Knowledge of laws, legal codes, human rights, court
procedures, prosecutions, precedents, government regulations, executive orders, agency rules,
and the democratic political process.
Investigations knowledge of investigation and techniques for crimes, traffic cases and crime
scenes.
Public Safety and Security Knowledge of relevant equipment, policies, procedures, and
strategies to promote effective local, state, or national security operations for the protection of
people, data, property, and institutions.
Job Title Inspector of Police Level -Tertiary level
Salary Grade -- RS 2-2006 Grade Staff Grade
Job Family Inspectorate/Police Service Location Island wide
Institution -- Sri Lanka Police Department Assignments Territorial and Functional divisions
Necessary previous Rank Sub Inspector of
police
Next Rank Chief Inspector of Police
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Public relation and public service Knowledge of principles and processes for providing
customer and personal services. This includes customer needs assessment, meeting quality
standards for services, and evaluation of customer satisfaction.
Public Finance Knowledge of maintaining, government and departmental cash books,
utilization of government funds and using relevant procedures in line with financial regulation
Telecommunications Knowledge of transmission, broadcasting, switching, control, and
operation of telecommunications systems including Virtual Private Networks (VPN)
Education and Training Knowledge of principles and methods for curriculum and training
design, teaching and instruction for individuals and groups, and the measurement of training
effects.
Management knowledge of principles management to motivate and keep subordinates on the
track for effective outcomes.
Clerical Knowledge of administrative and clerical procedures and systems such as word
processing, managing files and records, stenography and transcription, designing forms, and
other office procedures and terminology.
Sociology and Anthropology Knowledge of group behaviour and dynamics, societal trends
and influences, human migrations, ethnicity, cultures and their history and origins.
Policing systems -- Knowledge of principals of democratic and community policing,
administration and practical Police works.
Skills:-
Monitoring and Mentoring Monitoring/Assessing performance of yourself, other individuals,
or organizations to make improvements or take corrective action.
Empathy Understand people, Police officer with whom the Jobholder deal.
Active listening Giving full attention to what other people are saying, taking time to
understand the points being made, asking questions as appropriate, and not interrupting at
inappropriate times
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of
alternative solutions, conclusions, or approaches to problems and analysis the situations.
Social Perceptiveness Being aware of others' reactions and understanding why they react as
they do.
Speaking Talking to others to convey information effectively so that others can understand
explicit and direct orders.
Coordination Adjusting actions in relation to others' actions and facilitating for bridging gaps .
Negotiation Bringing others together and trying to reconcile differences through effective
negotiation.
Persuasion Persuading others to change their minds or behaviour.
Reading Comprehension Understanding written sentences and paragraphs in work related
documents.
Service Orientation Actively looking for ways to help people and always dedicate to the duty
sometimes exceeding normal working hours.
Report writing Submission of comprehensive reports relating to day-to-day works reflecting
perfect representation.
Leadership Lead subordinate police officers to achieve organizational excellence and goals.
Teamwork -- Encouraging and building mutual trust, respect, and cooperation among team
members.
Good manners/Politeness -- self-control and adhere to social norms and organizational norms
Works well with diversity -- understand value of diverse thought respect others.
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Self-confidence Well firmed self-confidence with the jobholders duties and responsibilities
Logical reasoning Inductive and deductive reasoning and selective retention
Language skills Skills in English and other language other than mother language.
Driving and riding skills Defensive driving in departmental vehicles.
Weapon handling Skills of weapon usage (Pistols, Assault rifles , Riot weapons and others)
Experiences: -
Not less than continuous service of eight years in rank of Sub Inspector with Unblemished
service record.
Holding of assignments such as Officer in Charge of Police stations, Crime branches, Traffic
branches, Miscellaneous Complaint branches, Administration branches, or other relevant branch
of units.
Good judgments sound practical judgment based on experience rather than theory.
Dealing with governmental, political, and non-governmental institutions.
Using various self-adopt heuristic approaches to investigation and apprehend suspects.
Working experiences in remote areas of the Island (Northern province and Eastern province)

Relationships :-
Reports to: HQI or OIC of relevant branch where the jobholder assigned, Officer in Charge of Police
Districts, OIC Divisions.
Supervises: Sub Inspectors, Sergeant Majors, Sergeants, Constables, Police public relation Officers,
Labours, Police Security Assistants, Civil Service Members in respective branches,
Works with: Other OICs of Police stations and Branches.
Outside the Police Department: Community of the area, government, and non-government
institution.

Responsibilities and Duties :-
General responsibilities:-
Inspectors of police should consider that for all purposes contained in the Police Ordinance are
considered to be always on duty, and shall have the powers of a police officer in every part of Sri
Lanka.
To use his best endeavours and ability to prevent all crimes, offences, and public nuisances;
work in the protection of life and property through the enforcement of laws and
ordinances;
To preserve the peace;
To apprehend disorderly and suspicious characters;
To detect and bring offenders to justice;
To collect and communicate intelligence affecting the public peace; and
To obey and execute promptly all orders and warrants lawfully issued and directed to him by
any competent authority.
To control traffic
To conduct vice preventive raids for reducing drugs, unlawfully distilled liquors other vice
activities

Specific responsibilities:-
Supervise and directing Police officers in ranks of Sub Inspectors, Sergeant Majors,
Sergeants, and Police constables under job holders purview.
Takeover, conducting any investigation as per orders of superior officer or by the court.
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Design, operate, carry out and evaluate investigations in to crime cases, traffic cases, or
other cases required by senior officers. Perform duty as per special provisos in statutory
enactments Just for the rank of Inspector of Police and above
Coordinate senior officer in performing as a first line manager
Request resources for various official needs whenever necessary from authorities in
performing duty
Motivate, guide Police officers, and take responsibility of roles as Officer in Charge of various
branches and Police stations.
Analysing and formulating operational plans and priorities
Documenting administrative investigations
Authority of Incumbent :-
This is a government job as part of executive of the government, which control the entire state.
Police ordinance, Police departmental orders, Criminal Procedure code, penal code and other
statutory enactments, administrative and legal orders of competent authority provide the authority
to perform duty. The authority must be exercised according to laws and professional standards of
the police. The power of discretion is also a part of above authority. Incumbents in this classification
should manage subordinate uniforms, civilians and other auxiliary personnel in either a branch or
Police station of the Police department supervisory intervention as needed.
Standards of Performance:-
Criteria of Standard would be laid or adjusted by Officer in Charge of respective divisions according
requirement. Following standards of performance are adopted in most divisions.
Territorial divisions: Seven vice cases preventive cases and 15 traffic cases per a months. Ten cases
of arrest of suspicion. Five good arrests etc.
Functional divisions: depending on the core tasks and duties.
Working Conditions:-
o Perform duties in varying work conditions
Police officers are required to work in varying work conditions. In undertaking their duties, they may
encounter extreme weather, difficult terrain, varying road conditions and be involved in arrests or
detention of persons, and search and rescues that are hazardous in nature.
o Perform shift-works
According to duty, the jobholders may have to work in shifts. However, they should be readily
available for duty 24 hours a day, including holidays for emergencies even if they are off the duty.
o Face organizational, cultural, socialization issues
Notwithstanding the attractive aspects of working for the Sri Lanka Police Department, it must be
understood that it is not all in glamour. Police officers can face situations where they are socially
isolated and/or may be excluded from certain social or community activities.

o Deal with public perceptions toward policing
People of Sri Lankan society have different preconceived ideas and perceptions formed on their
experience with the Police and it is difficult to assume that all their opinions are positive towards
police. Therefore, it does not seem unusual for people to have extremely negative views of police
and it is not uncommon for members of the community to react to police in a fearful or non-
cooperative way.
o Participation in Unions
To maintain the discipline of the Police department and securing the purpose of police department,
forming or participation in work unions are restricted (The constitution of Sri Lanka section 15(8)).
Grievance are addressed through Ombudsman mechanism.
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o Legal implications
Most of core duties of Police Inspector are bound with legal aspects according to legal provisos;
hence, respective officers are directly responsible not only to superiors but also to judicial authority.

Job Specifications:-

Required Education
The General Certificate of Educational (Ordinary Level) Examination in six subjects at one
sitting with Credit passes in four subjects in which two should be Medium Language and
Mathematics and three subjects at one sitting at the General Certificate of Education
(Advanced Level) Examination.
First level degrees in Management, Law, or Criminology are preferable.
Diploma in Traffic management, Diploma in Senior Crime Detective course or Diploma in Crime
Scene management would be an added advantage.
Departmentally qualified to ride and drive government vehicles
Health and Physical Fitness
Vision should not be less than 6/12 with each eye.
If Vision is 6/6 with one eye, vision of 6/18 with the other eye will be accepted.
Colour vision should be normal. (This is general not compulsory).
Mental and Other Abilities
Working with objective mind
Ability to analyse and interpret laws, ordinances, rules, regulations, standards, and procedures,
and apply them to specific situations and cases.
Ability to formulate police rules, standing orders and regulations.
Ability to take and maintain a firm and correct stand when controversies and differences of
opinion arise.
Ability to learn to utilize various types of electronic and/or manual recording and information
systems used by the agency, office, or related units.
Woking under pressure and control the stress through self-mechanism and maintain
composure during stressful situations.
Ability to make and carry out decisions quickly with minimum jeopardy.
Artful and diplomatic dealing with influence groups such as politicians, community leaders and
religious leaders.
A) Periodically, a company or an organization may revise existing jobs or plan new jobs according to
necessity. In this process, job design is very important process, which determines how work will be
performed, and what tasks will be required in a given job. Job design is based on the outcome of the
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job analysis and this provides specification of contents, methods and relationships to fulfil
performance objectives of job design. Traditionally, job design was based on the concept of division
of labour and job specialization. People noted that the jobs with the more narrowed and
specification caused increased demotivation among workers. According to Michael Armstrong
(2009), "Job Design is the process of deciding on the contents of a job in terms of its duties and
responsibilities, on the methods to be used in carrying out the job, in terms of techniques, systems
and procedures, and on the relationships that should exist between the job holder and his superior
subordinates and colleagues."
Scientific Management approach developed by F.W Taylor, proposed that job should be narrowed
down to simple and repetitive tasks for the specialization and the division of labour that help to
maximise productivity. However, shifting paradigm of management greatly influenced by the
emergence of human relation movement leading to an emphasis on allowing people scope within
their work for social interaction, personal development, and the realisation of their own ambitions.
Motivation, job satisfaction were identified as important factors to increase performance of
employees and managers worked toward job design with various approaches comprising elements
with motivational aspects such as interesting, challenging and enjoyable characteristics.
Nigel Slack at el (2010) identified five performance objectives i.e. Quality, Speed, Dependability,
Flexibility, and Cost. However, Job design cannot dedicated to those performance objectives only.
Therefore, Health, safety, and quality of working life are also important parts of the job design those
help to increase intrinsic or extrinsic motivation of jobholder. Above-mentioned objectives
sometimes may overlap each other and be complementary to other.
Dessler,G. (2013,p.400) affirmed that although not usually considered an incentive, job design can
have a significant impact on employee motivation and retention according to a study by Harvard
Business School researchers which concluded that job design is a primary driver of employee
engagement. A study by Sibson Consulting concluded that job responsibility and feedback from a job
were the fifth and seventh most important drivers of employee engagement. A study by Towers
Watson concluded that challenging work ranked as the seventh most important driver.
Jobs with more interesting, challenging and enjoyable characteristics are very important to motivate
jobholders in a manner that they would highly be dedicated to achieve organizational goals. The
manner of
design a job is
very
important to
improve the
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performance of the jobholder. Mangers have opportunity to influence employees by way of job
design. Successful job design not only help to increase performance but also benefit the employees
as well.

Design for motivation is approached by using techniques of Job enlargement, job enrichment,
teamwork and flexibility. Motivation is created, improved and sustained by interesting, challenging
and enjoyable characteristics of job, which emanate from job design.
The positive link between motivation and job characteristics are suggested by Hackman and
Oldhams (1974). This identifies five core motivational job features:
Skill variety: the extent to which a jobholder is required to use a range of different skills.
Identity: the extent to which a job involves the completion of a whole piece of work with
end-to-end responsibility.
Significance: the amount of impact that a job has, and the contribution that the job makes.
Autonomy: the amount of discretion that the jobholder has in making decisions about what
to do and how to do it.
Feedback: direct information about the performance requirements of the job.
By enhancing those factors, a job can be enriched in order to motivate jobholder because core job
characteristic affect the psychological status of the jobholder. This is specially used for the approach
of job enrichment that is used to design jobs that motivate the jobholder to perform well. According
to Job Characteristic Theory, skill variety, task identity, task significance, autonomy, feedback should
be arranged and implemented so that an observer could say that those characteristics are
challengeable and interesting.
In various job, design approaches such as job enrichment, job enlargement, and job rotation were
created based on above job characteristic dimensions. These activities should always be immersed
interesting, challenging and enjoyable characteristics to be more effective. Metaphorically, it seems
like a bitter tablet encapsulated with a sweet coat.
Approaches for Job Design
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None of workers likes to do a monotonous work with repetitive actions, which needs single skill
rather than a work, which needs multiple skills and tasks. Hence, by introducing those characteristics
in the process of job design remove hindrances that limits interest and enjoyable characteristics of a
job. Interest and enjoyable characteristics of job is a great influence to retain workers and motivated
workers to achieve organizational goal while they have their own fulfilments.
This psychological status is a part of driving employees to be more engaged with job rather than
disengaged. From a theoretical perspective, one of the reasons why job design is so important for
engagement is that well designed jobs that are interesting, varied, and challenging can increase the
resources that an individual has, and help buffer the demands placed upon them. Researchers refer
to this as the job demands-resources framework, and studies have shown that this model is a helpful
way of considering how and why people respond in different ways to their work situation (Bakker
and Demerouti, 2007; Shantz et al., 2013).
Therefore, designing a job interesting, challenging and enjoyable characteristics is important reason
to increase jobholders engagement with the job. This job engagement is the main source of
organizational commitment and organizational citizenship behaviour. If the job seems enjoyable and
interesting, employees tend to work more than the duties, tasks, and activities required to the job.
This creates a culture of organizational commitment, which resulted from individuals goal
congruence with organizational goals, and keep the employee on the track that greatly help to
improve productivity.
Proper interesting, challenging and enjoyable characteristics are important contributor to form
important attitudes such as job satisfaction that assist to created highly performing workers and
with higher productivity. Generally, proper job design and its practicability are varied up on
interesting, challenging, and enjoyable characteristics of job. If job design creates, interesting,
challengeable and enjoyable jobs, easily those are easily adopted by employees as well as it will
show a great result that affects bottom-line of the organization at length.

B) Job analysis is a process of collecting information in relation to particular job to determine duties,
tasks, and characteristics of potential employees hiring for it. Job analysis is important integral part
of Human Resources Management encapsulated in organizational strategic policies. Conventionally,
job analysis has emphasized not only the study of opening for new jobs but also the study of existing
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jobs in order to make decisions such as employee selection, training, and compensation. Really, in
practice, organization use, job analysis for bridging the gap between peoples to hire and job
requirements.
To comment on the attempt of job analysis, it is necessary to examine the level of success by
evaluating performance against stipulated objectives. Frequent problems arise with job analysis in
defining aspects of job analysis such as scope of activities, duties, and tasks. Vague task definitions
act as stressors and create a disharmony among members of work group. For an instance, if a
jobholder cannot get clear idea about tasks assigned for him he will look for help from others who
have different perceptions toward the same job. This reduces the jobholders confidence about the
job and he would be misled in his duties. People are the most valuable asset of an organization and
this asset should be carefully handled to perform well. Hence, clear task definitions should be
important to guide the employees to work betterment of organization. In addition to undefined
tasks may overlap with tasks and duties of others. In these instances, the duty may be ignored or
create conflicts among jobholders. That is why it is necessary to generate clear information from the
job analysis process.
Successful job analysis is the important resource provider just for all human resource activities.
Recruitment and selection functions, which are actually based on the information of skills,
knowledge and experiences, come out of job analysis to decide which type of people, should be
required to hire for the job. Providing compensations rewards and salary also depends on skills
experiences, required education level of safety hazards, degree of responsibility, and so on.
Managers use job analysis to learn what these duties and standards and compare each jobholders
actual performance with jobholders duties and performance standards. Hence, job analysis
indirectly helps to maintain the performance of employees and to take corrective measures in any
deviations.
Requirement of training and development needs for each job are also recognised by means of
successful job analysis because job analysis provides a yardstick find availability of knowledge, skills
and attitudes and required KSA position. Successful Job analysis is important to validate human
resource best practices such as labour laws and rules that guide employers to work towards to be
compliance with those.
Successful and unsuccessful job analysis attempts closely relate to strategic human rights goals of
the organization, which are profusely dominated by people of the organization. Hence, careful job
analysis is the hub of the success in strategic human resource management.

Bibliography

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1. Allen,K & Economy,P. (2007). Complete MBA for Dummies (2 ed.). Indiana: Wiely Publishing.
2. Armstrong, M. (2009). Armstrongs Handbook of Human Resource Management Practice. London: Kogan Page.
3. Bakkar,A & Demerouti,E.(2006) ''The Job Demands-Resources model: state of the art'', Journal of Managerial
Psychology, October Vol. 22 No. 3, 2007 pp. 309-328: Emerald Group Publication.
4. Burrow,L.,Kleindl,B.& Everard,E. (2008). Business Principles and Management (12 ed.). Ohio: Thomson Higher
Education.
5. Dessler, G. (2013). Human Resource Management (13 ed.). New Jercy: Prentice Hall.
6. Dharmasiri, S and Wickremasinghe, S.M. (2006). The Effectiveness of Monetary Rewards in Motivating Police
Officer. Sri Lankan Journal of Management, 21-33.
7. Helms, M. M. (Ed.). (2006). Encyclopedia of Management,D.B.A. (5 ed.). Farmington Hills: Thomson Gale.
8. Hofstede, G. (1993). Cultural constraints in management theories. Academy of Management Executive, 7(1), 81-
94.
9. Jayasinghe, W. T. Samarawicrama, I. & Jayalath,G. (1995). Police Service Report 1995 -SUGGESTIONS FOR
IMPROVING ITS EFFICIENCY AND EFFECTIVENESS. Colombo: Ministry of Defence.
10. Katie Truss at el.(2013) "JOB DESIGN AND EMPLOYEE ENGAGEMENT." An Engage for Success White Paper.
English.
11. Nigel Slack,Stuart chambers,Robet Jhonston. "Chapter 9: Job design and work." Operations Mangement. Pearson,
2010. English.
12. Robbins,S. & Coulter,M. (2012). Management (11 ed.). New Jercy: Prenticehall.
13. whatishumanresource.com. n.d. English. 30.06.2014. http://www.whatishumanresource.com/job-design>.1.

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Open University of Sri Lanka Commonwealth MBA Program

Take Home Assignment Managing Human Resources -MCP 1603

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