Apply In Person

1. The application to register as a Sugar Dealer shall be made to the AFA Sugar Directorate County Government Office. Through this registration one can be licensed to deal in the sugar industry as a Collector, Warehouseman, buyer, Broker, Seller, Auction organizer, Transporters, Exporter or Importer Sugar Directorate Office Location & Contact Details
2. Those eligible to apply to collect Application for Sugar Dealer Registration Form (Grant/Renewal), obtainable at the Sugar Directorate County government office.
3. Upon obtaining the application form, the applicant should legibly complete the forms, attach all the supporting documentation as listed under the “Required Documents” section of this page and submit the complete application file to the AFA Sugar Directorate County government office for processing and consideration. Any omission of the required information or documents will render the application process incomplete.
4. Upon submission of the application, the receiving officer 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. 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.
6. This is followed by an assessment of the submitted documentation and information, by the Board. A person shall not be issued with a license/certificate of registration as a dealer unless the board—
   • Is satisfied that the applicant shall complied with all the regulations or the conditions set out in the license of registration; or;
   • Has not committed any offense under the Sugar Act/ Regulations or any other written law in respect of the activity for which they have been registered.
7. Also an inspection of applicant premises/facility will be conducted by the Directorate sugar and other Industrial Crops Officers
8. Recommendations based in findings of the investigation will be made to the Sugar and other Industrial Crops directorate’s Board Headquarters for final approvals Board approval.
9. If approved the Director office shall prepare the license that shall be valid for a period of one (01) year, which indicates the approval scope and limitations.
10. At this point the applicant is notified and he/she will be if he/she has been successfully registered or which rectifications have to be made for them to be registered as a dealer.
11. After a document evaluation and inspection phase has being completed satisfactory, the sugar dealer registration license is drawn up, the applicant will be required to pay a registration fee of Ksh.10, 000.00 to the board and submit the receipt as proof of payment to the country office for verification.
12. Once the registration processing is done the sugar dealer registration license is posted to field offices for collection by the applicant.

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 Sugar Dealers License

1. Once logged in the portal, hover the mouse cursor over the “AFA Main Menu” option, on the expanded menu, select the “Sugar Directorate” option, then select the “License Application” option and then finally select the “Sugar Dealer 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. Upon submission, the applicant will receive an AFA Sugar Directorate submission notification on their device.

Step 3: Inspection of the premises/facility.

1. This is followed by an inspection of the applicant’s warehouse/premises by the Board field Officers.
2. A Sugar 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 premises.
6. 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. After a successful documents assessment and inspection phase has been completed, the applicant will receive an AFA Sugar Directorate notification on their device and will be sent an invoice for the license fee.
2. The applicant will be required to pay for the license fee of Kshs.10, 000.00, 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 sugar dealer registration 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.

• Certified copy of certificate of incorporation or business registration certificate
• Certified copy of memorandum and articles of association
• Statement listing the name of holding company associated companies or partnership.
• Identification documents of the applicant (Copy of ID/ Passport / Copy of KRA PIN Certificate PIN)
• A tax compliance certificate from Kenya Revenue Authority for the non-natural person or individuals where applicable.
• List of the Names, address and telephone numbers of two business referees
• Additional registration requirements shall be as communicated from time to time by the Authority.

Kenya Sugar Board Office - Head Office
(Sugar Directorate)
Address: Sukari Plaza, New Loresho Estate, Off Waiyaki Way,
P.O. Box 51500 – 00200, Nairobi
Email: infosugar@afa.go.ke
Phone: +254 (0)722 203 127/8, +254 (0)733 333378/9
Sugar Directorate Contacts

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 (AFA) website

• Any person, cooperative society, group or company who wants to deal or transact as a sugar dealer in Kenya is eligible to make this application.

The following fees are applicable;

• Late Application penalty fees of Ksh.1,000 (Non-refundable)
• Registration certificate/License fees Kshs.10,000.00

Payment methods: mobile money platforms

• For payments made via MPESA.
• Log in to the System.
• Go to the 'License Payment & Appeal' menu.
• Open the 'License Payment' window.
• Click Pay Now.
• You will receive an MPESA prompt via the phone number provided during registration.

For payments made via the bank, through direct deposit/RTGS/Cheques, applicants will be required to upload the reference document on the System.

• The Sugar Dealer Registration License is valid for one (01) year and shall expire on the 30th June next following the date of issue, unless revoked, suspended, or cancelled by the Authority.
• The License should be renewed at least 30 days, before the expiration of the current license.

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'.

• Sugar Directorate of Agriculture and Food Authority AFA was established under the Agriculture and Food Act (Act No 13 of 2013) section 11(1). It is charged with the responsibility of developing, regulating and promoting the Kenyan Sugar Industry.

Its core function

• Provide advisory services to growers and millers
• Collect, collate and analyze industry statistics and maintain a database for the industry
• License Millers
• License Importers/Exporters
• Issue Molasses permits
• Formulate and implement overall policies and plans for the development of the industry
• Promote and encourage the use of environment friendly technologies in the industry
• Oversee the formulation of standard provisions governing the mutual rights and obligations of growers and millers.

• Name of Applicant
• Specific Scheduled Crops person is dealing in
• Category of dealer
• ID Number
• Contact Details (Postal/ physical address/ Telephone numbers/ Email address
• Company Particulars
• Land Reference Number
• Date of establishment/ incorporation
• registration certificate number
• Name of company
• Details of the capital structure ( Nominal / up capital )
• Names, IDs and addresses of Directors (where the applicant is a registered company)
• Details of branches if any
• Name, Address and Telephone of the Chief Executive
• Declaration by the applicant

• A sugar dealer registration certificate authorizes the holder to conduct the business as a sugar dealer in Kenya.
• No person can act as a dealer unless he is the holder of a current registration certificate issued in respect thereof by the Board after consultation with the Director.

Category of dealers include:-

• Collectors
• Warehouseman’s
• Buyers
• Brokers
• Sellers
• Auction organizers
• Transporters
• Exporters
• Importers

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

Kenya- Sugar Act

The Kenya Sugar Directorate is charged with the responsibility of regulating, developing and promoting the Kenya Sugar Industry. Its specific roles are to:

• Co-ordinate the activities of individuals and organizations within the industry;
• Facilitate the equitable access to the benefits and resources of the industry by all interested parties;
• Formulate and implement overall policies and plans for the development of the industry;
• Act as an intermediary between the Government and the industry;
• Facilitate the flow of research findings to interested parties;
• Monitor the domestic market in to identify and advice on any distortions in the sugar market;
• Facilitate the arbitration of disputes among interested parties;
• Facilitate the export of Local sugar;
• Promote and encourage the use of environment friendly technologies in the industry;
• Provide advisory services to growers and millers;
• Facilitate an equitable mechanism for the pricing of sugar-cane and appropriation of proceeds from the disposal of the by-products of sugar production between growers and millers;
• Represent the industry in other organizations that are relevant to the promotion of the industry;
• Oversee the formulation of standard provisions governing the mutual rights and obligations of growers and millers;
• Collect collate and analyze industry statistics and maintain a database for the industry; and
• Promote the efficiency and development of the industry through the establishment of appropriate institutional linkages.