IT, security and HR systems for Nigerian staffing agencies and HR firms

Challenges we see

Staffing and recruitment agencies, outsourcing firms, payroll providers and HR consultancies share a set of problems driven by the data they hold and the pace they work at:

• Highly sensitive personal data. National identity numbers, bank details, identity documents, background and reference checks, and health information from accommodation requests all pass through recruiters' inboxes and shared drives.
• Too many systems. Applicant tracking, onboarding forms, timesheets, scheduling, payroll, invoicing and accounting are often separate, with the same worker details typed several times.
• Volume and turnover. Hundreds of candidates, short placements and frequent changes in recruiters mean accounts and access need constant attention.
• Remote and branch teams. Recruiters work from branches, client sites and home, often on mobile devices.
• Fraud targeting payroll. Attackers impersonate workers to change bank account details, or impersonate clients to redirect payments.

How Promatics helps

Our managed IT services give you one accountable provider for daily IT. For HR and staffing firms this usually includes:

• A fully remote, 24/7 help desk for managed-service clients, with priorities and response targets set in the service agreement.
• System design and networking for head office and branches, with secure remote access for recruiters, backup internet links and power backup for the network core.
• Software licence management across applicant tracking, payroll and productivity tools.
• Hardware procurement and inventory, with encrypted laptops and fast onboarding and offboarding of devices.
• Cabling and phone systems for new branches.
• On-site systems maintenance where your service agreement includes on-site work.
• A layered cybersecurity stack aligned with recognised frameworks such as the NIST Cybersecurity Framework, with multi-factor authentication, email security and verification steps for any change to bank details. See cybersecurity services.

We configure Microsoft 365 so candidate and employee files are stored in controlled locations with retention rules instead of personal inboxes. Workflow and business process automation moves candidates from application to placement to timesheet to payroll and invoice without re-keying, and data protection and compliance readiness helps you map where personal data lives, who can access it and how long you keep it. A virtual CIO provides strategic assessments, gap analysis and project management.

Prometheus for HR and staffing

Prometheus ERP includes human resource management alongside CRM, projects, sales, purchasing and accounting. For staffing and HR firms it can cover employee records, onboarding, attendance and leave, timesheets, payroll processing, expense claims, appraisals and client invoicing in one system, with role-based access so recruiters see only what they need.

Nigerian regulatory and operating context

• Data protection for employee and candidate data. The Nigeria Data Protection Act 2023 (NDPA), enforced by the Nigeria Data Protection Commission (NDPC), covers candidate and employee data. It calls for a lawful basis, clear notices, appropriate safeguards and, for larger processors of personal data, registration with the NDPC. A breach likely to risk individuals' rights and freedoms must be notified to the NDPC within 72 hours of becoming aware of it.
• Employment law and records. The Labour Act and employment contracts shape how staffing, outsourcing and placement arrangements work, and set expectations for records of hours, wages and leave. Confirm the structure of your arrangements with your employment lawyer.
• Payroll obligations. Payroll systems must support PAYE, pension contributions under the Pension Reform Act and other statutory deductions and remittances, with records the relevant tax authorities and PenCom can inspect.
• Disability and accommodation. Medical and accommodation information is sensitive personal data under the NDPA, and the Discrimination Against Persons with Disabilities (Prohibition) Act 2018 applies to how people are treated at work. Keep this information separate and restricted to those who need it.
• Marketing messages. Job alerts and marketing messages to candidates and clients should follow the NDPA's consent rules for direct marketing and the NCC's rules on unsolicited messages.

This is general information, not legal advice. Confirm your obligations with your employment lawyer and payroll advisers.