from docx import Document
from docx.shared import Pt
from docx.enum.text import WD_ALIGN_PARAGRAPH
from fpdf import FPDF

# Create a Word document for the assignment
doc = Document()

# Title and header section
doc.add_heading('Assignment: Preparing an Effective Job Description for Customer Service Executives', level=1)

doc.add_paragraph("Name: Ramavatar Godara")
doc.add_paragraph("Subject: Human Resource Management")
doc.add_paragraph("College: JECRC University")
doc.add_paragraph("Date: 12-10-2025")

# Situation section
doc.add_heading("Situation:", level=2)
doc.add_paragraph(
    "A fast-growing e-commerce company is hiring new customer service executives. "
    "The management observes that many new employees leave within a few months, stating that "
    "the actual work differs from what they expected during hiring."
)

# Question section
doc.add_heading("Question:", level=2)
doc.add_paragraph(
    "As the HR Manager, how would you prepare a clear and effective Job Description for the customer service executive role "
    "to avoid such mismatches? What key elements would you include in the job description, and why?"
)

# Answer section
doc.add_heading("Answer:", level=2)

doc.add_paragraph(
    "As an HR Manager, preparing a clear and effective job description is essential to ensure that potential candidates have a "
    "realistic understanding of the role. This helps to align expectations, improve employee satisfaction, and reduce early resignations."
)

doc.add_heading("Steps to Prepare a Clear Job Description:", level=3)
steps = [
    "1. Job Analysis: Study the duties of existing executives and consult team leaders.",
    "2. Define the Purpose of the Role: Explain why the role exists and how it contributes to company goals.",
    "3. List of Key Responsibilities: Handle queries, maintain records, and meet performance targets.",
    "4. Required Skills and Qualifications: Communication skills, computer literacy, and calmness under pressure.",
    "5. Work Environment and Schedule: Mention shifts, night duties, or remote work details.",
    "6. Performance Expectations: Define measurable targets and behavioral expectations.",
    "7. Growth Opportunities: Include potential promotions and learning opportunities.",
    "8. Compensation and Benefits: State salary range, incentives, and other perks."
]
for step in steps:
    doc.add_paragraph(step, style='List Number')

# Key elements table
doc.add_heading("Key Elements Included in the Job Description and Why:", level=3)
table = doc.add_table(rows=1, cols=2)
hdr_cells = table.rows[0].cells
hdr_cells[0].text = 'Element'
hdr_cells[1].text = 'Purpose'

elements = [
    ("Job Title & Summary", "Provides a quick understanding of the role."),
    ("Duties & Responsibilities", "Clarifies what the employee will actually do."),
    ("Required Skills", "Ensures candidates assess their own suitability."),
    ("Work Conditions", "Prevents misunderstandings about shifts or work type."),
    ("Performance Metrics", "Sets clear expectations for success."),
    ("Growth & Benefits", "Motivates and retains employees.")
]

for element, purpose in elements:
    row_cells = table.add_row().cells
    row_cells[0].text = element
    row_cells[1].text = purpose

# Conclusion section
doc.add_heading("Conclusion:", level=2)
doc.add_paragraph(
    "A well-structured job description acts as a communication tool between HR and employees. "
    "It ensures that candidates fully understand the nature of their job, leading to better job satisfaction, "
    "reduced turnover, and improved organizational performance."
)

# Save as Word document
word_path = "/mnt/data/HR_Job_Description_Assignment.docx"
doc.save(word_path)

# Convert to PDF (simple typed style since true handwriting fonts require local font files)
pdf_path = "/mnt/data/HR_Job_Description_Assignment.pdf"
pdf = FPDF()
pdf.add_page()
pdf.set_font("Times", size=12)
pdf.multi_cell(0, 10, txt="""
Assignment: Preparing an Effective Job Description for Customer Service Executives

Name: Ramavatar Godara
Subject: Human Resource Management
College: JECRC University
Date: 12-10-2025

Situation:
A fast-growing e-commerce company is hiring new customer service executives. The management observes that many new employees leave within a few months, stating that the actual work differs from what they expected during hiring.

Question:
As the HR Manager, how would you prepare a clear and effective Job Description for the customer service executive role to avoid such mismatches? What key elements would you include in the job description, and why?

Answer:
As an HR Manager, preparing a clear and effective job description is essential to ensure that potential candidates have a realistic understanding of the role. This helps to align expectations, improve employee satisfaction, and reduce early resignations.

Steps to Prepare a Clear Job Description:
1. Job Analysis: Study the duties of existing executives and consult team leaders.
2. Define the Purpose of the Role: Explain why the role exists and how it contributes to company goals.
3. List of Key Responsibilities: Handle queries, maintain records, and meet performance targets.
4. Required Skills and Qualifications: Communication skills, computer literacy, and calmness under pressure.
5. Work Environment and Schedule: Mention shifts, night duties, or remote work details.
6. Performance Expectations: Define measurable targets and behavioral expectations.
7. Growth Opportunities: Include potential promotions and learning opportunities.
8. Compensation and Benefits: State salary range, incentives, and other perks.

Key Elements Included in the Job Description and Why:
- Job Title & Summary: Provides a quick understanding of the role.
- Duties & Responsibilities: Clarifies what the employee will actually do.
- Required Skills: Ensures candidates assess their own suitability.
- Work Conditions: Prevents misunderstandings about shifts or work type.
- Performance Metrics: Sets clear expectations for success.
- Growth & Benefits: Motivates and retains employees.

Conclusion:
A well-structured job description acts as a communication tool between HR and employees. It ensures that candidates fully understand the nature of their job, leading to better job satisfaction, reduced turnover, and improved organizational performance.
""")
pdf.output(pdf_path)

(word_path, pdf_path)