Assistant Director, Records Management

National Environment Agency

Permanent

Closing on 28 Aug 2025

What the role is

As Assistant Director in the Records Management Department (RMD), you will lead NEA's records management (RM) programme to ensure proper record-keeping across all business functions, preserve corporate memory, and support knowledge flows within the agency. This role combines oversight of physical records/registry operations, systems for capturing digital file records, and governance of NEA's file plan, RM policies and processes, to transform the agency into a Learning Organisation.

Reporting to the Deputy Director of RMD, this position involves leading agency-wide records management initiatives while ensuring compliance with the Government Instruction Manual on the Management of Public Records (IM4L) and other legal or statutory obligations.

What you will be working on

You will be responsible for the following:

1. Records Governance

Oversee the development and maintenance of NEA's organisation-wide file classification plan
- Supervise taxonomy design aligned to business functions
- Provide guidance on appraisal of NEA’s records with the National Archives of Singapore (NAS)
- Coordinate implementation across all departments to ensure proper filing of records

RM Policy
- Review and update NEA's records management policies and SOPs to ensure alignment with IM4L requirements and industry best practices
- Conduct periodic policy reviews and gap analyses to identify areas for enhancement
- Develop new policies and guidelines to address emerging record-keeping needs and digital preservation requirements
- Establish monitoring mechanisms to ensure consistent policy implementation across departments

2. Records Repositories

Digital File Records:
- Lead the ongoing development, upgrading and evolution of NEA’s electronic registry system (e-Registry)
- Ensure that e-Registry’s functionalities comply with IM4L, ICT policies and WOG requirements
- Oversee a team to centrally deploy and administer NEA’s file plan in e-Registry and other recordkeeping systems, including folder creation and access rights management for agency users
- Supervise the timely transfer of records with archival value to NAS
- Pursue efforts to improve findability and retrieval of knowledge from agency records

Physical File Records:
- Supervise the management of registry filing rooms for hardcopy agency files
- Oversee a team to manage the processes for depositing / retrieving hardcopy agency files from registry filing rooms
- Implement controls for secure storage, retrieval and destruction of records passed retention
- Explore digitisation projects to scan remaining hardcopy files of value for long-term retention

3. Culture and Capability Building

Build records management (RM) capabilities across NEA
- Develop and implement training roadmaps for staff and department records champions
- Promote effective recordkeeping practices
- Drive change management initiatives

Stakeholder management
- Engage external stakeholders (e.g. NAS, NLB and AGC) on records management requirements
- Engage internal stakeholders, including Division Directors, Department Heads and Records Champions, to drive RM agenda
- Ensure timely submission of legal deposits and international agreements to NLB and AGC in accordance with IM4L requirements

What we are looking for

The job might be for you if you possess the following qualifications and qualities:

A degree in a relevant field such as information management, library science or records management
Candidates with backgrounds in courses with technical rigour may also be considered (e.g., business administration, engineering)
Additional professional certifications in records and knowledge management, information governance or data management would be advantageous
At least 5 years in corporate roles, such as records and knowledge management, corporate planning, organisational development, or experience in driving organisational change
Familiarity with IM4L, compliance requirements pertaining to records retention rules, information security and data privacy would be advantageous
Strong leadership and communication skills to manage a team and collaborate with stakeholders at all levels across the organisation
Excellent organisational, analytical and problem-solving skills to design and implement effective records management systems
Physical fitness to manage agency hardcopy files in registry filing rooms

As part of the shortlisting process for this role, you may be required to complete a medical declaration and/or undergo further assessment.

About National Environment Agency

The National Environment Agency (NEA) is the leading public organisation responsible for ensuring a clean and sustainable environment for Singapore. Its key roles are to improve and sustain a clean environment, promote sustainability and resource efficiency, maintain high public health standards, provide timely and reliable meteorological information, and encourage a vibrant hawker culture. NEA works closely with its partners and the community to develop and spearhead environmental and public health initiatives and programmes. It is committed to motivating every individual to care for the environment as a way of life, in order to build a liveable and sustainable Singapore for present and future generations. For more information, visit www.nea.gov.sg

About your application process

This job is closing on 28 Aug 2025.

If you do not hear from us within 4 weeks of the job ad closing date, we seek your understanding that it is likely that we are not moving forward with your application for this role. We thank you for your interest and would like to assure you that this does not affect your other job applications with the Public Service. We encourage you to explore and apply for other roles within National Environment Agency or the wider Public Service.