To replace the registration certificate for a community based organization (CBO) , one has to make an application with the Ministry of Labour and Social Protection.

Step 1 : Obtain Police Abstract Report

• You should start by first visiting a police station to report the loss or damage of the certificate of registration.
• After reporting the loss or damage you are also to acquire a police abstract from the police authorities which is a prerequisite to making the application.
• You are also to swear an affidavit of the circumstances surrounding the loss/ damage of the certificate.
• You are to attach the police abstract and affidavit with your application for replacement.
  

Step 2 : Hold a group meeting to seeking replacement of lost/ damaged registration certificate

• The minutes of the meeting seeking replacement of the lost damaged certificate , this should be endorsed by at least 2/3 of the members.
  

Step 3 : Application for replacement with the Ministry of Labour and Social Protection

• Visit the either Sub-county’s labour and social protection offices, Sub-county’s Public Service, or Huduma centre , in your respective sub-county to make the application with the respective officer.
  
• Here you will be given an APPLICATION FORM FOR REPLACEMENT OF CERTIFICATE OF REGISTRATION FOR A COMMUNITY BASED ORGANIZATION (CBO) form to fill and submit.
  
• Fill the Registration Form correctly and attach the required documents:
  

i. A letter to the Registering Authority detailing the Reasons for seeking Replacement of the Certificate. The letter MUST be countersigned by the Assistant Chief /Chief of the Location/ Division or an official of the Social Development Committee.

ii. Minutes declaring the Loss and Reasons for replacement Endorsed by at least1/2 of the members MUST be Attached to the Application form

iii. A Police Abstract.

iv. Attachment of a portion of the original certificate/photocopy where Available

Step 3 : Payment of renewal fees

• Pay the Approved Replacement fee of Ksh.50)0/= and lodge the Replacement Application at the office of the Sub-county Social Protection Officer or Huduma Centre
  

Step 4 : Obtain the Renewed Certificate

• It takes 2 working days for the Replacement to be approved and a Certificate of Registration will be issued by the Ministry of Labour and Social Protection Office
  
  

1. A letter to the Registering Authority detailing the Reasons for seeking Replacement of the Certificate. The letter MUST be countersigned by the Assistant Chief /Chief of the Location/ Division or an official of the Social Development Committee.
2. Minutes declaring the Loss and Reasons for replacement Endorsed by at least1/2 of the members MUST be Attached to the Application form
3. A Police Abstract.
4. Attachment of a portion of the original certificate/photocopy where Available
5. Replacement fees receipt.
   

State Department for Social Protection - Head Office,
Ministry of Labour and Social Protection,
Bishops Road, Social Security House
P.O. Box 40326 – 00100, Nairobi
Telephone: +254 (0) 2729800
Fax: +254 020 2726497
Email: ps@socialprotection.go.ke / info@socialprotection.go.ke
Website: Ministry of Labour and Social Protection Website


Social Protection Desk - Huduma Center Huduma Ceneter Locations

• A CBO which has lost or damaged its registration certificate are eligible to make the application.

• Renewal Registration fees of Ksh 5000.

• The certificate has to be renewed annually.
  
  

• A sample of the document can be downloaded through the following link: APPLICATION FORM FOR REPLACEMENT OF CERTIFICATE OF REGISTRATION FOR A COMMUNITY BASED ORGANIZATION (CBO)
  
  

Please attach sample completed documents which would help other people who would like to follow this procedure.    

• 5 working days is processed from Huduma Centre
  
• 2 weeks if processes from the Sub county Offices.
  
  

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 displayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Please provide other instructions related to the certificate/documents.
e.g. The state office holds birth records since january 1908.

1. Registration certificate details
   
2. Basic Information of the Community Based Organization (CBO)
   
3. Official Meetings
   
4. Membership of the CBO
   
5. Management Committee
   
6. CBO Project Objectives
   
7. Activities of the CBO a) Type of activity(ies)
   
8. Future Plans/Activities (if any)
   
9. Assistance from the Government/Other Organization(s)
   

• The registration gives the community-based organization (CBO) formal recognition and listed by in the government records.
  
• This allows the CBO to legally carry out its activities in Kenya.
  
• Therefore a CBO needs to have its registration certificate at all times
  

• A community-based organization (CBO) is a registered non-governmental, non-profit and non-political organization.
• Within community-based organizations (CBOs), there are many variations in terms of size and organizational structure. Some community-based organization (CBOs) with a written constitution and directors are formally registered and incorporated. Others are much smaller and informal, are registered by the Ministry of Labour and Social Protection.
• Some of the activities commonly carried out through CBO’s include are:
  

i. Business

ii. Community project

iii. Crop farming

iv. Cultural/traditional activities

v. Environment Conservation

vi. Financial services

vii. Fishery

viii. Health care

ix. livestock rearing

x. Poultry keeping

xi. Skills development

xii. Tourism

xiii. Youth empowerment

xiv. Merry-go-round

xv. Table banking

• After Registration, the Group/Community Project Must adhere to the following;
  

i. Renew the Certificate Annually.

ii. Submit Quarterly Progress Reports to the Registering Authority

iii. Allow accessibility of records to the registering authority upon request or when demanded to do so

NOTE: Failure to adhere to the above requirements will result to Non-registration/Deregistration.

• Legally registering of the CBO gives the CBO powers to transact business in its name.
  
• The CBO certificate of registration is used when obtaining grants and loans from the government and micro-financial institutions.
  
  

Huduma Centre Charter : Huduma Centre Charter

• Once registered the community-based organization qualify to become a member of Community-based organizations