Legal Requirements for Starting Security Company

Business Name And Company Registration

Trading License
Business permits
Valid registration and accreditation certificate in current membership certificate of
Kenya.
Tax PIN
Insurance Registration

Services

Security guarding services

K-9 dogs services
CCTV surveillance

Security Company will provide well trained guards for one or more of the following purposes:-

To guard entrances and screen guests/employees

To monitor clients' premises with video surveillance equipment
To protect clients' assets, employees and guests
To deter crime with visual presence
To organize response in the case of fire, evacuation, or other emergency
To respond to customer and employee health emergencies and accidents
To eject unwanted customers or trespassers
To liaison with police and city emergency responders
 ORGANISATION STRUCTURE

Managing Director

Administration

Operations Finance Human Resource K-9 Unit

Sales and
Marketing
Supervisors
Liaison Officers

Dog handlers
Security Guards

Administration
Roles
Assigns contract and forwards information to operations and accounting.
Prepares appropriate contract and diarizes due date for return, forwards contract to
client, advises management, and follows through for completion.
Finance
Roles
Enters new site information on accounting program and assigns project reference to
track profit and loss on monthly basis.
Human Resource
Roles
Provide with client expectations for staff, and reviews current staff to determine who
should work at the site or whether new staff are required.
Pulls employee information for operations and makes recommendations.
Schedules orientation sessions for new staff.
Operations
Roles
Enters scheduling information.
Makes final decisions as the staffing.
 Assigns staff full time /part time as required.
Prepares, reviews site orders, and ensures operational binder is on site.
Assigns supervisor to be accountable for the site.
Talks to scheduled staff and provides them with schedule.
Provides schedule to client.
Management
Roles
Confers with client.
Obtains signed contracts.
Monitors staffing /scheduling to meet needs of client prior to contract starting.
Ensures communication with client is on a regular basis

Proposal Budget
Description Costs (Kshs)
1. Business Name And Company Registration
2. Trading License
3. Business permits
4. Valid registration and accreditation certificate in current
membership certificate of Kenya.
 HUMAN RESOURCES

Security companies largest staffing expenditure is generally due to the operations department.
Without clearly defining the objectives of each job and ensuring a client-guard match occurs,
turnover is high. However, this impact should be minimized.

Recruiting
Security employees tend to move around a fair bit until they land a position where the wages
and hours are reasonable, so recruiting becomes a long, involved process wherein either the
owner or the personnel manager must be clear on what his or her immediate goals are.

Hiring
Hiring the right staff is the most critical part of human resources. Having applicants fill out an
application form that asks enough questions you can verify along with them submitting a
resume is the way to go.

Uniforms
Before deciding on a uniform strategy, the laws in the area of jurisdiction should be checked. For
instance, if you provide uniforms, you can require employees wear a certain color of shoe and
the employee is responsible for purchasing the shoes. The company should set up a payroll
deduction system that have the employee pay for the actual costs of his or her uniform over a
series of pay dates, and then the uniform would be returned at the end of employment and,
based on its condition, a full or partial refund to be made to the employee. There should be
Strict control over uniforms and have every employee sign a form acknowledging what they
have received.

Employee supervision
Proper supervision and evaluation of security personnel is required to maintain effective
operations. Mobile officers appointed as supervisors and one of their regular duties is to drop
into their allocated sites and do random spot-checks.

Employee Discipline and Termination

Laws of the land regarding steps to discipline and termination of employees should be strictly
adhered to. A disciplinary procedure and a process that supervisors and operational staff have
to follow should be formulated.

General Human Resources Records and Administration

Records management is an important part of the human resources department. Two files for
every employee: a personnel file and a payroll file. The personnel file should maintain a certain
information flow. It allows for a quick review of all the information in an employees file and,
certainly in union environments, provides backup documentation.
 Proposed Budget
Description Costs (Kshs)
1. Recruitment
2. Hiring
3. Uniforms
4. Human resource records
 TRAINING

Trained staff is a key component to success in the security industry .training should be updated
due to the emerging trends and issues changing with time.

Employee Handbook

Operational department will ensure that there is an Employee Handbook issued to every new
hire either prior to or at the time of the persons orientation session. The handbook should
cover a brief history of the organization so staff can represent their employer positively and
answer questions knowledgeably; it also provides a sense of companionship amongst new hires;
names and pictures of staff and the departments they are responsible for (this eliminates
unnecessary calls); information on pay dates and how the pay will be provided (direct
deposit; check; delivered to site); emergency numbers, and standard procedures for all staff.

In-house Orientation Sessions

A brief, motivational, orientation session for all new hires assists in maintaining employee
morale and encouraging new hires to feel part of the team. It will include many of the materials
already discussed in the employee handbook and also provide a more personal sense that the
people are important to the company. These sessions in a small company can be conducted by
the owner and it provides employees with a sense of importance and validates their importance
to the overall operational success of the company. Done properly, it can also help employees
see how they can progress up the ladder in the company. Maintaining long-term loyal
employees reduces financial losses at every level. The orientation session should provide plenty
of motivation, explain motivational programs within the company, cover future opportunities
and movement into supervision, and offer additional specialty training options (e.g., retail
security, mobile patrol).

Site Orientations

On-site training is critical to understanding job expectations and client satisfaction. Additionally
it prevents the inevitable complaints that management will receive over silly, site-specific things
that should have been known. Onsite refresher training to be done on regular basis to enable
the company keep up with high quality of service required.

Security Basics

This brings us to actual security training. Sadly this industry has been viewed as unprofessional
for so long and the job of last resort for many that rebuilding the public perception will take
time. The first step towards higher wages and higher charge-out rates is providing trained
personnel. This generally requires the potential security person to take a minimum
basic security course. The courses generally cover the minimum a person has to know to
accept keys, do a patrol, ask for identification, and the laws of his or her region. This will
save hours of you and your supervisors time training people. Introduce a quiz at the end to
ensure that people understand the basic concepts. This will definitely apprise management of
potential staffing problems and can prevent job performance failure.

Proposed Budget
 Description Costs (Kshs)
1. Hand books
2. In-house training
3. Onsite/ refresher training

K-9 UNIT

Dogs have served many roles for humans and also have proved to be the more effective than
the machines we use today.

Specialized operational service dogs

Specialized operational service dogs are used by many organizations, including government and
private companies. They include:-
Narcotic detector dogs are highly specialized animals whose primary mission is to detect
the presence of marijuana, heroin, and other drugs.
Explosive detector dogs are specially selected patrol dogs with a particularly acute sense
of smell and specialized training to discriminate the scent of explosives.
Detector dogs can be trained to find human remains, arson-related substances, tobacco,
money, food or other specific substances.
Attack dogs trained by a human to defend or attack persons, a territory, or property
either on command, on sight, or by inferred provocation.
Scent identification dogs specialized in tracking, human trailing, search and rescue,
scent identification line-ups, and so on.

Main areas of deployment

They are can be deployed at the Government offices, shopping malls, hotels, airports financial
institutions, power plants, residential homes e.tc. They are also used in screening purposes in
events.

Proposed Budget
 Description Costs (Kshs)
1.
2.

TRAINING SCHOOL

The security training school will involve the training of:-

1. Security Guards

Security Guard Services. Of the various forms of private security services available in the
market, the security guard is probably the most visible of all. One sees security men guarding
banks, retail stores, shopping malls, office complexes, housing complexes, educational
institutions etc. This group of private security constitutes the largest percentage of all security
personnel.

2. K-9 Unit(dogs & their handlers)

For instance, only highly trained dogs can locate drugs or explosives. These specially
trained dogs have sometimes been called super dogs, and some people have
wrongly supposed they possess a special intelligence, sometimes even a kind of clairvoyance.
Scent-detection dogs are, however, just normal dogs whos already fine ability to perceive has
been heightened by training.
3. Human Resource Personnel

Smaller guard companies need driven, motivated staff to help them grow; larger companies
want to recruit top-notch personnel as people move into more involved roles, investigative
positions, management, and so on.

Proposed Budget
Description Costs(Kshs)
1. Training aids
2. Training facility
3. Trainers hiring costs
 SECURITY EQUIPMENTS AND MAINTAINANCE

The company will be charged with duty to purchase security equipments to enable smooth
running of the companys activities. These equipments should also be handled with great care
to enable their effectiveness and efficiency.

Equipments required

Radios
Buttons
CCTV
Garrets
Walk through
Baggage scanners
Computers
Printing machines
Furniture
Stationeries
Transport means

Proposed Budget

Description Costs(Kshs)
1. Two way Radios
2. Buttons
3. Garrets
4. Walkthroughs
5. Computers
6. Printing machines
7. Office furniture
8. Stationeries
9. Baggage scanners
10. Transport means