what is a job requisition?
A job requisition is the first step in a hiring cycle. It’s a formal and internal process where a new job role or position is identified. Once this new position is reviewed and approved, the HR department sends out the job ad. Subsequent steps include the familiar interviews, candidate selection, onboarding, etc.
the job requisition process.
Here’s an example: Jim is the head of the IT department in his organisation. There are currently five staff members in the department, himself included. However, due to the company’s growing network, the responsibilities are becoming increasingly overwhelming for the small crew of five. Therefore, Jim submits a job requisition request to HR to hire another IT technician or two. Jim will have to fill out a job requisition form (more on this later). HR will review it. If approved, then a new vacancy is created, and this initiates the hiring process.
Job requisitions can also be filed to create a new job role or department altogether. An organisation may currently outsource its IT duties to a third-party service, for example. However, as operations expand, they may decide to form an in-house IT department. This requires the same—or a—similar requisition process.
job requisition vs. job description and job posting.
A job requisition should not be confused with a job description or job posting. Some people have treated the terms interchangeably due to confusion over the term “requisition.”
- A job requisition is filed and reviewed to create a new job opening.
- The job opening will have a job description outlining the responsibilities and duties the hiree in the position will perform daily.
- A job posting is when a job advert is published.
what to include on a job requisition form.
The HR department will need to create an internal-use-only requisition form for members requesting a new job opening. The form should be detailed in order to establish the what, when, why, and how of the recruitment. Here are some points to include in the requisition form:
- Name: The name of the person and/or department requesting the requisition
- Job position: The name of the job position followed by a detailed description, especially if the position is currently non-existent in the organisation
- Duration: Is the position permanent, temporary, or seasonal? Likewise, is it a full-time or part-time role?
- Reason for requisition: Why is there a need for this position? Is it to replace a departing employee? Is it to lessen the hours of over-burdened staff? Filling a job vacancy is not cheap, which is why there needs to be a strong justification.
- Qualification: What are the specific qualifications to be eligible to apply for this position? This should include a breakdown of degrees, industry certifications, licensure, and relevant work experience.
- Start date: Is there an urgency to fill the role? List an estimated timeframe you want to have this position filled.
- Salary range: HR will need a salary range for budgeting purposes. Come up with a figure that’s fair and in line with the industry average.
what happens next?
Once you formally file a job requisition form, HR will review it, and one of three things will happen. They will reject it, approve it, or send feedback with a request for amendments to the form. For example, if the organisation can’t fill the position by your desired start date, they may suggest a range of alternate dates.
job requisition best practices.
Here are some helpful pointers to streamline the requisition process from reviewer’s point of view.
have more than one reviewer
There should at least be two people reviewing the requisition request form. It’s easy for a single reviewer to overlook important details in the form when there are dozens of sections.
use an existing template
There are various requisition form templates available. Find one from another organisation within your industry. An internet search for the keywords “job requisition template” should yield a bevy of results.
schedule an interview with the requestor
Have a one-on-one meeting with the person who submitted the requisition. By speaking to this person, you may be able to gain new insight that you don’t get from ticking a box or providing short fill-in-the-blank answers.
organise requisition forms through an ATS
For HR, there’s a lot to process and review once a requisition request has been submitted. Fortunately, you can make the process more manageable with an applicant tracking system. Through a single dashboard, organise each request and manage it as it goes through the review and approval phases. Schedule a 15-minute intro call with Hireful to learn about our ATS.