Requirements profile

Profile of Requirements: Definition, Structure and Practical Example

A Profile of Requirements is a central document in human resource planning that defines all professional, social, and personal competencies and qualifications for a specific position. The profile serves as the basis for job postings, personnel decisions, and the development of employees. In this article, you will learn how to create a profile of requirements, how it differs from a job advertisement, and what to pay attention to when creating it.

What is a Profile of Requirements?

A Profile of Requirements describes in detail the requirements for a position and establishes the necessary competencies and qualifications. It includes, among other things:

• Professional Competencies (e.g. education, work experience, language skills)

• Methodological Competencies (e.g. analytical thinking, problem-solving skills)

• Social Competencies (e.g. team spirit, communication skills)

• Personal Attributes (e.g. resilience, initiative)

• Leadership Competencies (if required, e.g. decision-making ability, delegation skills)

The profile of requirements not only serves for personnel selection but also for employee development. It helps to objectively assess employee performance and plan targeted training or further education.

Difference Between a Job Advertisement and a Profile of Requirements

Although both terms are often confused, there are clear differences:

The Profile of Requirements forms the basis for a job advertisement. A job advertisement often only includes an excerpt from the profile of requirements to communicate the most important qualifications to potential applicants.

How Should a Profile of Requirements Look?

A structured Profile of Requirements consists of several elements:

1. Job Description

• What main and secondary tasks are associated with the position?

• What responsibilities does the person in this role have?

2. Professional Requirements

• Education, studies, or further training

• Work experience and industry-specific knowledge

• Technical skills (e.g. IT systems, machinery, software)

3. Methodological Competencies

• Strategic thinking

• Problem-solving skills

• Project management skills

4. Social and Personal Competencies

• Communication skills

• Teamwork and conflict management

• Independence and initiative

5. Leadership Competencies (if required)

• Decision-making ability

• Leadership and motivation of employees

• Assertiveness 

6. Additional Requirements

• Language skills

• Willingness to travel

• Special working conditions (e.g. shift work)

Example of a Profile of Requirements

Position: Marketing Manager (m/f/d)

1. Job Description:

• Development and implementation of marketing strategies

• Management of online and offline campaigns

• Collaboration with internal departments and external agencies

2. Professional Requirements:

• Completed degree in marketing, communication, or comparable fields

• At least 3 years of work experience in marketing

• Experience with digital marketing tools (Google Ads, social media, SEO)

3. Methodological Competencies:

• Data analysis and reporting

• Project management skills

• Presentation and moderation skills

4. Social and Personal Competencies:

• Creativity and innovative spirit

• Teamwork and communication strength

• Personal responsibility and structured working

5. Leadership Competencies:

• Experience in leading teams is an advantage

• Ability to delegate and motivate employees

6. Additional Requirements:

• Very good German and English language skills

• Willingness to travel occasionally for business

Systematically Creating a Profile of Requirements – 5 Steps

1. Analyze tasks: What tasks are associated with the position?

2. Derive competencies: What professional, social, and methodological skills are required for these tasks?

3. Prioritize: Which requirements are essential (must-have) and which are desirable (nice-to-have)?

4. Formulation and structuring: Make the profile of requirements clear and precise. 

5. Cross-reference with applications: Use the profile as a basis for selecting and developing talents.

Why is a Detailed Profile of Requirements Worthwhile?

A clearly defined Profile of Requirements saves time and resources in the recruiting process, improves the quality of applicants, and ensures a targeted employee development. It helps to identify the right talents for a position and retain them in the long term.

Companies that systematically create profiles of requirements benefit from higher suitability in hiring and better planning of employee development.

A well-structured profile of requirements is therefore not just a tool for the HR department, but a strategic investment in the future of the company.

Conclusion

A well thought-out Profile of Requirements is far more than just a list of qualifications – it is the basis for efficient personnel selection, targeted employee development, and long-term employee retention. By clearly defining professional, methodological and social competencies, companies can not only find suitable applicants but also specifically promote existing employees.

Companies that take the time to create a detailed and well-structured profile of requirements benefit from a higher quality in recruitment, a more objective decision-making basis, and an overall better match between the requirements of a position and the qualifications of employees.