Apply In Person

1. Application for a Coffee Management Agent Certificate shall be made to the AFA Coffee Directorate office or their field offices in the County Government Office. Coffee Directorate Office Location & Contact Details.
2. Applicants are required to collect and complete the Application for Registration of Coffee Management Agent Form C1 (Grant/ Renewal), obtain at the Coffee Directorate Office or their field offices in the County government.
3. Upon obtaining the application form, the applicant should legibly complete the forms, attach the relevant supporting documentation as listed under the “Required Documents” section of this page. The complete file should be submitted to the Regulations and Compliance Department (9th Floor) (Room 3) (AFA Coffee Directorate Office) or their field offices in the County government, in person or via the following email address, coffeedirectorate@gmail.com.
4. Upon submission of the application, the technical assistant will check for discrepancies or ineligibility in the application documents. If a discrepancy that cannot be immediately corrected exists in any of the documents, the application and all the submitted documents will be returned to the applicant and should not be re-submitted until the discrepancy has been rectified corrected.
5. The application shall be accompanied by proof of payment of the application fee of Kshs.1000.00 (non-refundable) as perthe Directorate preferable payment method.Please refer to the “Fees” section of this page for more information.
6. Where all the required information and documents have been submitted for processing, applicants will receive an acknowledgment receipt as proof of submission of the application and for future inquiry.
7. After the document evaluation phase has been completed satisfactorily, the applicant shall be notified of the decision by phone or letter by the Regulations and Compliance Department, after consultation with the board.
8. If approved, the applicant will be required to make payment of the annual registration fee and present proof of payment to be validated by the Regulations and Compliance Department office.
9. Where the Regulations and Compliance Department is not satisfied that the application meets the requirements for the application, it shall reject the application and notify the applicant thereof in writing, stating the reasons for the rejection.
10. The applicant is notified via a phone call or a letter when the certificate is ready to be collected.
11. The time frame accumulatively for processing the application is usually thirty (30) days.
12. A Coffee Management Agent Certificate shall be subject to such terms and conditions as the board deems fit to impose in each case, and such terms and conditions or requirements shall be endorsed on the permit/License.

NOTE:

• All applications will be subjected to an integrity vetting process and any false information provided by the applicants or other integrity issues will lead to prosecution and cancellation of the license.
• A person who is aggrieved by the decision of the Authority in respect of a grant, refusal, renewal, or variation of a license/certificate may appeal to the Cabinet Secretary within 30 days from the date on which the applicant received notice of the decision.

• A certified copy of certificate of incorporation.
• A certified copy of memorandum and articles of association.
• A paid up share capital of not less than KSh. 300,000.
• Names of Company directors, individual National ID/Passport No, Pin Numbers and certificate of good conduct.
• Names and addresses of two business referees.
• Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company and Directors.
• Compliance with Statutory requirements, including but not limited to Safety & Occupational Health Certificate and Local Authority Business Permit.
• A certified copy of a comprehensive insurance cover from a reputable firm proportionate to volume of coffee handled as per insurance valuation.
• Clearance certificate by the Nairobi Coffee Exchange (NCE).
• Compliance with minimum specifications as required by Kenya Bureau of
• A letter of intent from an approved bank to give a guarantee.
• A bank guarantee worth between US$ 1,000,000 and US$ 12,000,000 or one and half times the Free on Directorate (f.o.b) value of the coffee transacted on each particular case less the transaction cost, whichever is higher (after the Directorate approves the application).
• Undertaking to deduct and remit statutory levies based on the auction/declared value of coffee.
• Undertaking to deduct and remit growers’ obligations.
• Undertaking to furnish the Directorate with monthly marketing returns.
• Proof of engaging services of a coffee liquorer registered by the Directorate.
• Any other requirements that may be prescribed by the Directorate from time to time.

Coffee Directorate - Head Office
Address: 10th Floor, Coffee Plaza Bldg
Exchange Lane off Haile Selassie Avenue
P.O Box 30566-00100, NAIROBI, KENYA
Telephone: (+254) 020-3342717, 0710670026, 0782411804, 0788-494579
Email:  directorcoffee@afa.go.ke / infocoffee@afa.go.ke
Coffee Directorate Office Location & Contact Details.

Agriculture and Food Authority (AFA) - Head Office
Address: Tea House; Naivasha Road, off Ngong Road
P.O Box 37962 - 00100, Nairobi
Cell Phone: +254-722200556/734600944
Wireless: +254 - 020 - 2536869/2536886
E-Mail: info@afa.go.ke
Agriculture and Food Authority Website

Nairobi Coffee Exchange - Head Office
Address: Wakulima House, 2nd floor Haile Selassie Avenue
P.O. Box 36886 -00200 Nairobi,
Kenya
Tel: +254733 222 223
Email: nce@nairobicoffeeexchange.co.ke
Nairobi Coffee Exchange Website

Agriculture and Food Authority – Integrated Management Information System (AFA IMIS): Link

Any person, cooperative society, group or company interested in rendering management services (professional services) in respect of coffee farms or pulping stations. i.e. act as a coffee management agent, is eligible to apply.

The following fees are applicable:

• Application fee of Kshs 1000.00 (non-refundable)
• Certificate fees are communicated by the board after approval.

Payment methods: cash, mobile money platforms

• For payments made through MPESA, the paybill number is 400222. Account number format will be; the business code (468927) followed by (*) then the client's name. For example, 468927*James.

• The license is valid for one (01) year unless suspended, revoked, or cancelled by the Authority.
• The license expires on the 30th June of every year and should be renewed, not later than thirty (30) days of the current license. Late application shall attract a penalty fee.

Please attach documents that can be used by people. e.g. links

Please attach sample completed documents that would help other people.

• The time frame accumulative for processing the application is usually thirty (30) days.

Videos explaining the procedure or to fill the applications.
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&> from external websites.
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver,
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is dkisplayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

• The management agent shall exercise due prudence and diligence in executing the provisions of the specific management agreement between him/her and the grower.
• Services to be provided shall be in respect of management of coffee farms or pulping stations and without prejudice to the generality of the foregoing, the following services may be offered:
• Extension services on coffee production and processing
• Provision of farm inputs
• Advisory services on marketing of coffee
• Record keeping, Book-keeping and general accounting at factory and societies
• Training of factory staff on record keeping, book-keeping, crop husbandry, processing and marketing
• No agent or person employed by an agent shall, otherwise than with express written authority of a grower, remove labels or seals or open technically sewn or closed packets of coffee unless for the purpose of inspection to determine their validity and genuineness or with other reasonable cause.

• Name of Applicant
• Principal Office Address
• Branches(if any)
• Postal Address
• Physical address
• L.R. Number/ Plot Number (Title deed)
• Services to be offered
• Declaration by the applicant

• A Coffee management agent certificate authorizes the holder to act as a management agent and offer professional services in the coffee industry.
• No person can act as a coffee management agent unless he is the holder of a current license issued in respect thereof by the Board after consultation with the Director.

• Coffee licenses in the coffee industry expire by the 30th of June of every year and license holders apply to the Board for renewal one month prior to the expiry.
• New license applicants apply any time within the financial year for consideration and licensing.
• Applicants can deliver or send hard copies of the application to the Coffee Directorate offices countrywide. Details of the various offices can found in the “Office Locations & Contacts” section of this page.
• In Kenya No person shall, for commercial purposes of buy, sell, pulp, mill, warehouse, export or otherwise deal in or transact any business in coffee unless he holds a current license issued by the Authority or the respective County Government for that purpose.

Please explain what are other uses for obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

Kenya Coffee Act

More information which might help people.