Kenya - Renew Coffee Grower Marketer License

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Procedure

Apply In-Person

1. Licenses issued by the AFA Coffee Directorate expire on the 30th of June of every year. A Coffee Grower Marketer license holder wishing for renewal thereof may apply by 1st June preceding the expiry of the license to the AFA Coffee Directorate office or their field offices in the County government Coffee Directorate Office Location & Contact Details.
2. Applicants are required to collect and complete the Application for a Coffee Grower Marketer License Form-E1, obtain at the Coffee Directorate Office or directly download it using this Application for a Coffee Grower Marketer License Form-E1
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.
4. In addition to the required documents, the Board will require the applicant to submit monthly returns using Form F4, obtainable at either office.
5. 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.
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 Kshs.10, 000.00 and present proof of payment to be validated by the Coffee Directorate office.
13. Where the Coffee Directorate office 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 Grower Marketer 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.

NOTE:

• All renewal 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.

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Required Documents

• Duly completed and signed Application for a Coffee Grower Marketer License Form-E1
• Copy of current/expired Coffee Grower Marketer License.
• Copy of growers code issued by the Directorate
• Copy of valid pulping station license issued by the Directorate
• Names of Committee members and individual National ID Numbers, Certificates of Good conduct
• Monthly returns
• Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company/Society or individuals as applicable.
• Compliance with Statutory requirements, including but not limited to Safety & Occupational Health Certificate and Local Authority Business Permit.
• Compliance with minimum specifications as required by the Kenya Bureau of Standards.
• Submit coffee production statistics for the past three years with evidence of milling statements.
• Undertaking to deduct and remit statutory levies based on the declared value of coffee.
• Undertaking to submit returns to the Directorate for roasted coffee and exports.
• Audited book of accounts and returns of the current year.
• Any other requirements that may be prescribed by the Directorate from time to time.
• If the applicant is a registered business, the certificate of registration and particulars of the proprietors.

Office Locations & Contacts

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:  [email protected] / [email protected]
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: [email protected]
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: [email protected]
Nairobi Coffee Exchange Website

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

Eligibility

• Any person, cooperative society, group, or company registered as a coffee grower marketer and holds a valid/expired Coffee Grower Marketer License are eligible to apply.

Fees

The following fees are applicable;

• Late Application penalty fees of Ksh.1,000.00 (Non-refundable)
• License fees Ksh.10,000.00 (paid annually)

Validity

• 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.

Documents to Use

Application for a Coffee Grower Marketer License Form-E1

Sample Documents

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Processing Time

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

Related Videos

Videos explaining the procedure or to fill the applications.
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Instructions

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Required Information

• Name of the applicant (individual / Organization)
• Contact Details (Address (Postal/email)/ Telephone)
• current/expired coffee grower marketer license details
• Physical location
• Date of incorporation
• Name of company
• Location of the principal office
• 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.
• Annual returns details
• Declaration by the applicant

Need for the Document

• Coffee Grower Marketer License is a license issued to pulping station license holder in order to transact coffee as a grower marketer.
• No person can carry out business as a coffee grower marketer unless he has a valid Coffee Grower Marketer License. Therefore one needs to renew their license to continue with operations.

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Other uses of the Document/Certificate

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External Links

Apply for grower marketer license Process
Kenya Coffee Act

Others

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