Kenya - Obtain Coffee Warehouseman Certificate

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Procedure

Apply In Person

1. An application to be registered as a Coffee Warehouseman 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 Certificate of Registration of a warehouseman shall be in Form H3, obtainable at the Coffee Directorate Office or their field offices in the County Government.
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, ([email protected]).
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. 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. 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.
7. The Regulations and Compliance Department office shall schedule a premise inspection visit with the applicant to determine if the information provided is accurate.
8. During the Inspection visit, any discrepancies will be brought to the attention of the applicant and corrective action must be taken before the applicant is registered as a coffee warehouseman.
9. 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).
10. 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.
11. If approved, the applicant will be required to make payment of the prescribed registration fee as per the Directorate's preferable payment mode and present proof of payment to be validated by the Regulations and Compliance Department office.
12. 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.
13. The applicant is notified via a phone call or a letter when the certificate is ready to be collected.
14. The time frame accumulatively for processing the application is usually thirty (30) days.
15. A coffee warehouse registration certificate 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 certificate.

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.

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Required Documents

• 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.

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 who wants to engage in coffee warehousing activities in Kenya is eligible to apply.

Fees

• Please consult with the AFA Coffee Directorate Offices.

Validity

• The registration certificate is valid indefinite unless suspended, revoked, or cancelled by the AFA Coffee Directorate.

Documents to Use

Please attach documents that can be used by people. e.g. links

Sample Documents

Please attach sample completed documents that would help other people.

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.
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'.

Instructions

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

Required Information

• 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

Need for the Document

• Warehouseman certificate authorizes the certificate holder to warehouse own coffee. A warehouseman means a person who conducts a warehouse where coffee is handled.

Information which might help

Terms and conditions of the Warehouseman certificate:

• A Warehouseman certificate shall not be transferable
• A Warehouseman certificate holder shall remit returns to the Board at such frequency and such format as prescribed by the Board
• A Warehouseman certificate holder shall facilitate inspections whenever conducted
• A Warehouseman certificate shall comply with the national coffee standards and industry code of practice
• A Warehouseman certificate holder shall maintain records at premises
• The Board reserves the right to withdraw a certificate/ license

Other uses of the Document/Certificate

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

External Links

Kenya Coffee Act

Others

More information which might help people.