Apply In Person

1. Application for a Coffee Warehouseman License 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 a Coffee Warehouseman License Form (Grant/ Renewal), obtainable at the Coffee Directorate Office or their field offices in the County government or directly download it using this Application for a Coffee Warehouseman License Form (Grant/ Renewal)
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.2000.00 (non-refundable) as per the 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. The Regulations and Compliance Department office for purposes of ascertaining whether the premise/warehouse used has been operating in accordance with standards as per the Coffee Regulation Act may request additional information relevant to the application. In such a case, the information must be submitted within the stipulated time from the date of notification. Where the applicant fails to submit the required information, the Registrar shall reject the application.
8. The Regulations and Compliance Department office shall schedule a premise inspection visit with the applicant to determine if the information provided is accurate.
9. During the Inspection visit, any discrepancies will be brought to the attention of the applicant and corrective action must be taken before a license/permit is issued.
10. Upon successful implementation of any discrepancies noted during the inspection visit, a follow-up inspection may be conducted by the inspection team to ascertain the effectiveness of the implementation (where applicable).
11. After the document evaluation and inspection phases have 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.
12. If approved, the applicant will be required to make payment of the annual license fee of USD.1000.00 or its equivalent in Kshs. and present proof of payment to be validated by the Regulations and Compliance Department office.
13. 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.
14. The applicant is notified via a phone call or a letter when the certificate is ready to be collected.
15. The time frame accumulatively for processing the application is usually thirty (30) days.
16. A coffee warehouse license 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.

Apply Online Step 1: Register on the AFA IMIS portal (for new applicants)

1. Applicant should browser the AFA Integrated Management Information System
2. On the Home page, hover the mouse cursor over the “REGISTER NOW” tab and click on it.
3. This will facilitate the online registration of AFA IMIS stakeholder system users and organization details, page to open.
4. Populate all the available fields accurately before clicking on the “Submit Application” tab. Upon successful submission, the applicant will receive a Registration submission notification on their device.
5. Upon receipt of the registration request, the Agriculture and Food Authority Registration office will start the vetting process to ensure that the applicant is a legitimate company. After approval, the IMIS system will forward an email with the credentials that will be sent to the user's registered email address to facilitate access to the portal.
6. Once login the applicant will be prompted to change their password.

Step 2: Apply for the Coffee Warehouseman License

1. Once logged in the portal, hover the mouse cursor over the “AFA Main Menu” option, on the expanded menu, select the “Coffee Directorate” option, then select the “License Application” option and then finally select the “Coffee Warehouseman License Application” option.
2. This will facilitate the online license application form to open, Populate all the available fields accurately, provided all required information relevant to the application, upload all the supporting documentation and then check the Accept Terms and Conditions of Use thereafter before clicking on the “Forward for Approval” tab.
3. Populate all the available fields accurately, upload the requested documents, before clicking on the “Document Submission” tab. Upon successful submission, the applicant will receive a Registration submission notification on their device.

Step 3: Inspection of the applicant facility/ premises.

1. This is followed by an inspection of the applicant’s facility/ premises by the Board field Officers.
2. A Directorate inspector shall contact the client to schedule an inspection date depending on the client's availability.
3. During the inspection visit, the owner or a representative should be present and should supply the inspector with all requested documentation.
4. The applicant, together with the inspector, will be required to sign on the inspection findings. A copy of the inspection finding will be issued to the applicant, any discrepancies Will be brought to the attention of the applicant and corrective action must be taken before the certificate of no objection is issued.
5. The time taken to carry out inspection will depend on the size of the premises, terms of reference, and the nature of operations on the facility.
6. After investigations, the board’s field offices will submit their findings to the coffee working group.
7. The Directorate working group will make recommendations on the application and forward their report to Board Headquarters for the final Board approval.
8. After a successful inspection phase has been completed, the applicant will be notified via the AFA IMIS Portal of the approval.

Step 4: Payment for the license fee and issue of the License.

1. Upon successful submission, the applicant will receive an AFA Coffe Directorate submission notification on their device and will be sent an invoice for the license fee.
2. The applicant will be required to pay for the annual license fee of USD.1000.00 or its equivalent in Kshs, the payment should be channelled using the Directorate preferable payment.
3. Upon making payment, the applicant is required to share the proof of payment (payment details) with the Directorate, applicant will then receive a payment confirmation notification.
4. After a successful document evaluation phase, which is within 05 working days the applicant will be sent a coffee warehouseman operating license to print. Applicants should log in to their AFA IMIS account to access the 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 may appeal to the Cabinet Secretary within 30 days from the date on which the applicant received notice of the decision.

• Duly completed and signed Application for a Coffee Warehouseman License Form (Grant/ Renewal)
• A certified copy of the certificate of incorporation.
• A certified copy of the 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.
• Names of company directors, individual National ID, Passport No. Pin Numbers and certificate of good conduct.
• Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company and Directors.
• Compliance with Statutory requirements, including but not limited to NEMA Certificate, Safety & Occupational Health Certificate, and Local Authority Business Permit.
• A certified copy of a comprehensive insurance cover from a reputable firm proportionate to the volume of coffee handled as per insurance valuation.
• Compliance with minimum specifications as required by the Kenya Bureau of Standards
• A sworn affidavit by the applicant of their involvement by themselves, their servants, spouses, next of kin, holding companies, associated companies, or partnerships in the business of commercial dealers, management agents, warehousemen, pulping station, or marketing agents.
• Undertaking to furnish the Directorate with monthly stock returns.
• 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 who wants to engage in coffee warehousing activities in Kenya is eligible to apply.

The following fees are applicable:

• Application fee of Kshs 2000.00 (non-refundable)
• License fees US$ 1000.00 or its equivalent in Kshs. (paid annually)

Payment methods: cash, mobile money platforms

• For payments made through MPESA, the pay bill 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.

Application for a Coffee Warehouseman License Form (Grant/ Renewal)

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'.

OBLIGATION OF WAREHOUSEMAN LICENSEE
A grower or his authorized representative deposits the coffee in a licensed or accredited warehouse and the warehouseman takes custody of the coffee:

• A warehouseman shall not engage in any business that is contrary to the provisions of the Coffee Regulations.
• A warehouseman shall maintain a record of all transactions undertaken and avail them to an authorized officer of the Authority or any other appointed authority upon request.
• There shall be a service contract between the licensee and the owner of the coffee deposited in the warehouse in the custody of the licensee.
• The cost of the service shall be agreed in terms Kenya Shillings per kilogram of the coffee stored at the warehouse at the beginning of each year and the same shall be paid by the grower upon sale of the coffee.
• The licensee shall upon delivery of the coffee be accountable to the grower for the coffee received and shall acknowledge receipt of the same from the grower or his authorized representative by endorsing the movement permit, confirming whether the volume, the grading, and the owner of the coffee are as indicated in the permit and by confirming the outturn number for the coffee so delivered.
• The licensee shall issue a warehouse receipt for the coffee so received in the name of the grower or his authorized representative.
• The licensee shall issueGoods Received Notes (GRN) and transmit data of the same to a central database operated and maintained by the Authority.
• The licensee shall publish tariffs that will be approved by the Exchange operator and filed with the Authority. The licensee shall take a sample of the grower’s coffee for grading and distribution between the warehouseman, the Authority, the exchange, and the grower.
• The licensee shall not allow the grower’s coffee to be sold without the knowledge and consent of the grower and will not allow the grower’s representatives to borrow funds against the growers’ coffee.
• The licensee shall, if it has not done so, digitize its weighing scales and its grading equipment, and it shall weigh and count all the bags of coffee delivered to ensure precision and protect against loss of coffee volume.
• The licensee shall not allow sweepings beyond the maximum stipulated by the Authority, and the warehouseman shall ensure that the value of any sweepings from the warehouse is divided on a pro-rata basis between the growers whose coffee is at the warehouse at the material time.
• The licensee shall not bulk coffee without informing the respective owners accordingly.
• The licensee shall ensure the coffee against loss and damage while in the warehouse storage including insurance against theft by servant, install CCTV, keep the CCTV files for the entire season and adhere to the security guidelines that may be set by the Authority.

• Name of the applicant (individual / Organization)
• Contact Details (Address (Postal/email)/ Telephone)
• Physical location
• Date of incorporation
• Name of company
• Location of the principal office
• Details of capital structure ( Nominal and Paid-up capital)
• Full names, addresses, and occupations of the directors
• Details of Branch Office(s) if any
• Name, Address, and Telephone of the Chief Executive.
• A statement listing the names of holding companies, associated companies, or partnerships in which the applicant has an interest.
• Names and addresses of two business referees.
• Declaration by the applicant

• A Coffee Warehouseman license authorizes the holder to engage in coffee warehousing in Kenya
• No person can operate a coffee warehouse 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 be 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.
• All coffee shall be stored in warehouses duly licensed by the Authority in consultation with the county governments.
• No premises shall be designated as a coffee warehouse by the Authority unless the premises are inspected, approved, and registered as such.
• A licensed warehouse shall conform to the standards issued by the Kenya Bureau of Standards and shall be duly certified by a public health officer.
• The Authority shall cause warehouses and warehousing activities to be inspected on a regular basis.
• No warehouseman shall have a lien of any nature over coffee whether in his possession or not.
• Every warehouseman shall insure all coffee in his warehouse or under his custody against fire, theft, and another insurable risk.
• No coffee shall be removed from a warehouse without a coffee warrant issued by the Exchange and registered with the warehouseman.
• A person who operates a warehouse in contravention of this Regulation commits an offense

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

Obtain coffee warehouseman license process
Kenya Coffee Act

More information which might help people.