Job profile: explanation, example and step-by-step guide

A job profile describes a role in terms of its purpose, responsibilities, required skills and competencies, and the results (KPIs) against which someone is assessed. It shows what good performance in that role means.

Together, all job profiles form an organisation's job architecture: an overview of all roles, their levels and how they relate to one another.

This is what a skills-based job profile for an HR manager looks like:

These terms are often used interchangeably, but they are not the same:

A job profile therefore has the broadest scope. It includes the competency profile, as well as the results and knowledge associated with the role.

You need a good job profile for almost every HR process:

• Clear expectations: employees and managers know what good performance means. The National Employer Report 2026 shows that almost one in three employees does not know what their manager expects of them.
• Recruitment and selection: the job profile forms the basis for your job advertisement, allowing you to select candidates based on the skills that really matter.
• Objective assessment: you assess people against the KPIs and behaviours in the profile, rather than impressions.
• Development and career paths: employees can see which skills they need for their next step. Read more about career paths.
• Fair compensation: job profiles are the foundation for job evaluation and a salary structure.

Traditional job profiles focus on tasks, responsibilities and hierarchy. But tasks change quickly, especially now that AI is taking over more and more work. And a task list says little about how well someone performs.

A skills-based job profile looks at what someone needs to be able to do, rather than the tasks they need to carry out. It combines:

• Competencies (soft skills): transferable behaviours, such as collaboration, communication or leadership.
• Knowledge and technical skills (hard skills): role-specific knowledge, such as employment law, programming or financial analysis.
• KPIs: the measurable results that indicate success.

This type of profile stays relevant for longer and makes assessment and development tangible.

Keep the profile concise and consistent. Use the same structure for every role.

The basics

1. Job title: a clear, recognisable name.
2. Purpose of the role: why does this role exist, and how does it contribute to organisational goals?
3. Position in the organisation: who does the role report to, and does it involve managing others?
4. Decision-making authority: which decisions can someone in this role make?

Results and skills

5. KPIs: measurable results, for example, "X projects delivered on time".
6. Competencies: no more than five to seven, described as specific, observable behaviours at the level of the role.
7. Hard skills: role-specific knowledge, experience and technical skills.

Optional

8. Education requirements: only if a qualification is legally or practically required, as for a nurse or lawyer.
9. Job level: the role's position within the job architecture and its corresponding salary band.

Leave out a detailed task list. Tasks quickly become outdated and lead to discussions about what does and does not fall within the role.

Step 1. Define the purpose and position of the role

Start by asking why the role exists. What should someone in this role achieve, and how does that contribute to the goals of the team and the organisation? Also establish where the role sits within the organisation.

Step 2. Define the competencies and skills

Choose the competencies and hard skills that really make a difference. Describe each competency as observable behaviour so that everyone has the same understanding of terms such as "proactive". Keep the total to a maximum of ten. A competency matrix helps you define levels for each competency.

Step 3. Establish how you will measure success

Define two to four KPIs for each role. For example:

• Project manager: percentage of projects delivered on time and within budget
• Developer: number of tickets completed without bugs
• HR manager: eNPS score and employee turnover rate

Defining KPIs requires knowledge of the role. Involve the manager, but also agree on how you will avoid subjectivity.

Step 4. Determine the level

Assign the role a level within your job architecture, such as operational, independent, specialist or strategic. This allows you to compare roles and link them to a salary band. A job matrix makes these levels clear.

Step 5. Check the profile against day-to-day practice

Share the draft with the manager and employees who currently hold the role. Ask:

• Do you recognise your work in this profile?
• Are these the KPIs that really matter?
• Are any skills or competencies missing?

This makes the profile realistic and gives it support from those involved.

With job architecture software such as Learned, you can create skills-based job profiles with AI support, keep them up to date and link them directly to evaluations, development and compensation.

Want to try it yourself? Download the e-guide to creating a skills-based job profile, with or without AI.

With the introduction of pay transparency legislation in the Netherlands (the Dutch implementation of the EU Pay Transparency Directive), employers must be able to explain why someone earns what they earn. This requires an objective, gender-neutral system of job evaluation and classification. Up-to-date job profiles with clear levels, skills and KPIs provide the foundation: without good profiles, you cannot compare roles or justify pay.

Roles change as a result of growth, new technology and AI. Agree to review profiles at least once a year, for example after the performance review cycle. If managers or employees notice that a skill or KPI is no longer accurate, ask them to report it immediately so that HR can update the profile.

What is a job profile?

A job profile describes the purpose of a role, its position in the organisation, the required competencies and skills, and the KPIs against which someone is assessed.

What is the difference between a job profile and a job description?

A job description mainly describes tasks and responsibilities. A job profile is broader: it also includes competencies, skills and measurable results.

What should a job profile include?

The job title, purpose of the role, position, decision-making authority, KPIs, competencies and hard skills. You can optionally add education requirements and the job level.

How many competencies should you include in a job profile?

Keep it to five to seven competencies and a maximum of ten competencies and skills combined. Including more makes the profile difficult to navigate and use for assessment.

How often should you update a job profile?

At least once a year, and immediately if a role changes significantly, for example due to a reorganisation or new technology.

What is a skills-based job profile?

A job profile based on the skills and competencies needed to succeed, rather than a list of tasks. It stays relevant for longer and makes assessment and development tangible.