Executive, Registry & Records, OSHD (Part Time)

Ministry of Manpower; Singapore; On-site; SGD 42,000 - 65,000; Full time

Job summary

Ministry of Manpower is seeking a Records Compliance & Audit professional in Singapore to manage restricted access, conduct reviews, and oversee offsite storage and disposal processes. You will support digitisation, archiving, and declassification activities while coordinating with department records management representatives.

The role requires meticulous organisation, familiarity with electronic records management systems, and the ability to meet tight deadlines in a regulatory environment.

Qualifications

• Experience in registry or records management preferred.
• Familiarity with electronic document and records management systems and offsite portals.
• Detail-oriented, organised, with ability to manage operational processes and deadlines.

Responsibilities

• Manage restricted folder access rights and update promptly per staff movements.
• Coordinate file plan reviews with records management representatives and ensure reviews are on schedule.
• Issue audit reminders, track responses, and maintain the non-compliance table with findings and follow-up actions.
• Support digitisation programme for archival transfer by planning scanning schedule and verifying scanned files.
• Assist in the redaction of declassified files as part of declassification work.
• Manage offsite records including master listing and carton listings in the vendor portal.
• Coordinate retrieval and collection requests through vendor portal and document actions.
• Assist in administrative and vendor management tasks including service maintenance approvals.

Skills

Records management

Audit coordination

Document management

IT literacy

Education

Registry/Records management experience

Tools

Electronic records portal

Job description

What the role is:

In your role, you will be responsible for records compliance, audit and offsite storage and disposal functions. Ensures that restricted access reviews, audit checks and declassification activities are carried out in accordance with established schedules and standards, and that offsite records are accurately maintained, tracked and disposed of in an orderly manner.

What you will be working on:

Records Compliance & Audit

• You will manage restricted folder access rights, ensuring they are updated promptly in line with staff movement notifications.
• You will coordinate file plan reviews with the respective department records management representatives, following up to ensure reviews are completed on schedule.
• You will also issue audit reminders, track responses, and maintain the non-compliance table with findings and follow-up actions.
• Beyond these review cycles, you will support the unit's digitisation programme for archival transfer by planning the scanning schedule and verifying scanned files against quality standards.
• You will also assist in the redaction of declassified files as part of the unit's declassification work.

Offsite Storage & File Disposal

• You will manage the unit's offsite records, including maintaining and updating the master listing, extracting carton listings and processing permanent-out of cartons in the vendor's system portal.
• You will coordinate retrieval and collection requests through the vendor's system portal and support file disposal exercises including the serialised cable ties exercise, ensuring all actions are properly documented and authorised.

Administrative & Vendor Support

• You will support the unit's administrative and vendor management functions by preparing and submitting approvals for service maintenance of office equipment and service contracts.

What we are looking for:

• Prior experience in a registry or records management environment would be an advantage
• Familiarity with electronic document and records management systems and offsite records management portals
• Detail-oriented and organised, with the ability to manage operational processes and deadlines
• Able to navigate IT systems with ease and pick up new digital tools and platforms readily

About Ministry of Manpower

Championing Human Potential for a Thriving SingaporeSingaporeans are at the heart of what we do. The Ministry of Manpower (MOM) empowers our people and fosters a thriving, inclusive workforce that drives Singapore's growth and prosperity. By working closely with our tripartite partners, industry and community stakeholders, we strive to create workforce and workplace policies that foster resilience, adaptability, and a bright future for a thriving Singapore.As an MOM officer, you will be part of this meaningful mission, contributing across diverse and impactful areas - from shaping forward-looking and effective manpower policies and strengthening industrial relations, to enhancing workplace safety standards and ensuring balanced local and foreign workforce regulations. Here at MOM, we are committed to creating an inclusive experience not just for our national workforce, but also for our officers who work tirelessly to champion human potential for a thriving Singapore.