Kenya - Replace Lost/ Damaged Self-Help Group (Community Project) Registration Certificate

Advertisement

Procedure

To replace the registration certificate for a self-help group i.e.(Youth / Women /Men/PWD/Older persons/Community project group) 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 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, Youth and Gender Affairs Offices 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 A CERTIFICATE OF REGISTRATION FOR SELF-HELP GROUPS/COMMUNITY PROJECTS form to fill and submit.
  
• Fill the Registration Form and make sure you tick with type of self-help group you want to replace i.e. (Youth , Women , men , Mixed, PWD, Older persons or Community Project)
• Attach the following REQUIREMENTS:
  

i. A letter to the registering authority reporting the reasons for seeking replacement of Certificate.

ii. List of All the Members duly signed with Name/Position/ID No./Telephone No. and Signatures MUST be attached to the replacement Form

iii. Constitution

iv. Minutes declaring the loss/reasons for replacement, this should be endorsed by at least 2/3 of the members.

v. A Police Abstract.

vi. Attachment of a portion of the original certificate/photocopy where available.

Step 4 : Payment of applicable replacement fees

• Pay the Approved Replacement fee of Ksh.1,000/= and lodge the Replacement Application at the office of the Sub-county Social Protection Officer or Huduma Centre
  

Step 5: Obtain the Replaced Registration Certificate

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

Advertisement

Required Documents

1. A letter to the registering authority reporting the reasons for seeking replacement of Certificate. # List of All the Members duly signed with Name/Position/ID No./Telephone No. and Signatures MUST be attached to the replacement Form
2. Constitution
3. Minutes declaring the loss/reasons for replacement, this should be endorsed by at least 2/3 of the members.
4. A Police Abstract.
5. Attachment of a portion of the original certificate/photocopy where available.

Office Locations & Contacts

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: [email protected] / [email protected]
Website: Ministry of Labour and Social Protection Website


Social Protection Desk - Huduma Center Huduma Ceneter Locations

Eligibility

• A group should have a valid certificate of registration which has been lost or damaged
  

Fees

• A fee of Ksh 1000 is charged for renewal
  

Validity

• The certificate is valid for one year.
  
  

Documents to Use

• A sample of the application document can be downloaded through the following link: APPLICATION FORM FOR REPLACEMENT OF A CERTIFICATE OF REGISTRATION FOR SELF-HELP GROUPS/COMMUNITY PROJECTS
  
  

Sample Documents

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

Processing Time

• 2 working days is processed from Huduma centre
  
• 1 week if processed from the Sub county Offices.
  
  

Related Videos

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'.

Instructions

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

Required Information

1. Certificate of registration number
   
2. Name of the Group
   
3. Names of Members
   
4. Proof of Identity for each member
   
5. Mission and objectives of the Group
   

Need for the Document

• The registration gives the group formal recognition and listed by in the government records.
  
• This allows the group to legally carry out its activities in Kenya.
  
• Therefore one a group needs to have a valid certificate at all times.
  

Information which might help

• A group should be registered in the Sub-county it resides .The registration offices are located in all sub-counties in the country around the country.
  
• Some of the activities commonly carried out through youth Groups are:
  

i. Merry go rounds

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. A fee of Ksh 100 is charged

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.

Other uses of the Document/Certificate

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

External Links

Huduma Centre Charter : Huduma Centre Charter

Others

• Every registered group must furnish the registrar with the annual returns at a fee of Sh100. Failure to file returns is an offence and a group that fails to do the same can be de-registered.
  
• Any change in group officials or office titles should be notified to the registrar within 14 days of notice and signed with three officials.
  
• A group planning to amend its constitution must obtain permission from the registrar. This too must be signed by three officials, the chairperson, secretary and treasurer.
  
• Registered groups are required to hold an annual general meeting once a year and all members must be invited.