The Ministry of Home Affairs (MHA) aspires to be a world-class organisation in delivering safety and security for our people. In pursuing our mission to make Singapore our Safe and Secure Best Home, we remain always constant and true to our core values of Honour and Unity. The Records & information Management Section (RIMS) in the Finance & Admin Division, MHA-HQ aims to be a one-stop service centre for information management, harnessing on best practices and IT solutions, and collaborates within MHA-HQ, with HTDs, and our external partners by: a. Providing efficient and reliable content management services, including one-time-handling-effort, one-official-copy, inflow and outflow management and access right management; b. Delivering online information to users/groups presented in the way we need it (e.g. different functional groups organise their records differently); c. Enabling more efficient workflow and record management as part of information life-cycle management; and d. Facilitating enterprise search services and information-sharing (subject to access-right policy and guidelines).

The jobholder is responsible for ensuring the accurate and efficient filing of digitised and electronic-origin documents received by RIMS. This includes organising documents according to the Ministry HQ’s prevailing record taxonomy, maintaining digital records, and support record management initiatives. Key Responsibilities • Develop tools to analyse e-filing patterns and escalate unusual filing activities to supervising officers in RIMS • Review documents placed in temporary digital folders, work with the authors to re-file them to the appropriate or newly created folders, and communicate changes to the authors • Assist Assistant Director Admin / Archivist in executing the e-Filing declaration exercise for records • Transfer digital records required for archival and heritage purposes to the National Archives of Singapore • Execute transfers of softcopy records in response to organisational changes • Conduct workshops for MHQ divisions and officers on best practice for e-filing records • Assist the Senior Manager (System Admin) in administering digital record management systems

a) Experience • At least 3 years of experience in government agencies with a good understanding of digital records management b) Attributes • Good communication, interpersonal and presentation skills • Proficient in MS Office Applications • Organised and meticulous in managing digital records • Effective both as individual contributor and as a team player • Familiar with IT systems such as content management systems, E-Registry, and other digital record management platforms All new appointees will be appointed on a two-year contract in the first instance. We wish to inform that only shortlisted candidates will be notified within 30 days upon closing of the advertisement.

We work as a team, in partnership with the community, to make Singapore our safe and secure Best Home.