Kenya - Renew Coconut Nursery Registration

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Procedure

Apply In Person

1. The certificate of registration for a Coconut Nursery shall be renewable after three (03) years and only applicable for the area inspected to the AFA Nuts and Oil Crops Directorate office at the County government where the nursery/mother block is located, at least three (03) months before the expiration of the current registration certificate. Nuts and Oil Crops Directorate Offices Location & Contact Details
2. The application shall be made in writing using a prescribed form; Application Coconut Nursery Form obtainable County government office.
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 AFA Nuts and Oil Crops Directorate County government office.
4. In addition to the required documents, the applicant shall submit the returns to the Board on a quarterly basis on a prescribed Form also obtainable at the office.
5. 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.
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. This is followed by an inspection of the applicant’s farm by the Board field Officers. A person shall not be issued with a renewed certificate of registration as a nursery operator unless an inspector—
8. Has visited and inspected the site and has confirmed that it has complied with the minimum requirements for a coconut crop nursery; and
9. Is satisfied that the operator or the operator’s agent has adequate knowledge of nursery management and horticultural techniques in respect of the coconut crop to be grown as set out in the coconut nursery requirements.
10. After investigations, the board’s field offices will submit their findings to the county Nuts and oil crops working group.
11. The Nuts and oil crops working group will make recommendations on the application and forward their report to Board Headquarters for the final Board approval.
12. Upon a successful renewal approval, the Coconut Nursery Certificate applicant is notified and he/she will be required to pay a renewal registration fee of Ksh.5000.00 to the board and submit the receipt as proof of payment. The renewal registration fee is based on the turnover of the crop expected. This will be communicated by the board’s officers.
13. Once the renewal registration processing is done the renewed Coconut Nursery Certificates are 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 Renew Coconut Nursery License

1. Once logged in the portal, hover the mouse cursor over the “AFA Main Menu” option, on the expanded menu, select the “Nuts and Oils Nursery Directorate” option, then select the “License Renewals” option and then finally select the “Nuts and Oils Nursery Operator Renewal” 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.

Step 3: Inspection of the applicant farm/facilities.

1. This is followed by an inspection of the applicant’s warehouse/premises by the Board field Officers.
2. A Coffee 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 facility.
6. After investigations, the board’s field offices will submit their findings to the county Nuts and oil crops working group.
7. The Nuts and oil crops working group will make recommendations on the application and forward their report to Board Headquarters for the final Board approval.
8. 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 obtain the license

1. The applicant is required to make payment for the renewal license fee of Ksh.5, 000.00 by login into the AFA IMIS Portal, hovering the mouse cursor over the “License Payments and Appeal” option, to complete the payment online or by direct bank deposit. For more information refer to the “Fees” section of this page.
2. 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.
3. Upon receiving proof of payment, a notification will be sent on IMIS and the license is made available on the system for download.
4. Applicants should log in to their AFA IMIS account to access the 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

• Copy of current valid coconut nursery registration certificate
• returns of coconut seedlings within the previous year
• Identification Cards/ Passport and PIN Number of the applicant
• Proof of Reliable source of clean water
• Proof accessibility of nursery site for inspection and materials transportation
• Any other requirements that may be prescribed by the Authority from time to time

Office Locations & Contacts

Nuts and oil crops Directorate - Head Office
Address: 6th Floor, NSSF Building,
Nkrumah Road, Mombasa
Phone: +041 2319617
Website: Nuts and oil crops Directorate

Agriculture and Food Authority - 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]
Website: AFA

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

Eligibility

• Any person, cooperative society, group, or company with a valid coconut nursery registration can apply for the renewed coconut nursery certificate.

Fees

The following fees are applicable;

• Late Application penalty fees of Ksh.1,000 (Non-refundable)
• License fees Kshs.5000.00 (paid annually)

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.

Validity

• The license is valid for three (03) years unless suspended, revoked, or canceled by the Authority.
• The license should be renewed, not later than three (03) months of the current license. Late application shall attract a penalty fee.

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

• Name of the applicant (individual / Organization)
• Contact Details (Address (Postal/email)/ Telephone)
• current/expired coffee dealer license details
• 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.
• Annual returns details
• Declaration by the applicant

Need for the Document

• A coconut nursery certificate authorizes the holder to operate a coconut nursery.
• This is a certificate issued to a grower who wants to raise coconut planting materials (seedlings) for their own planting or for sale for commercial gain. Therefore dealers need to renew their certificates to continue with operations.

Information which might help

Terms and conditions for registration

• Application for registration shall be made to the County government where the nursery/mother block is located.
• Successful applicants shall pay prescribed fees to the County government.
• The applicant shall demonstrate proof of adequate knowledge in nursery management.
• The nursery operator shall submit quarterly returns to the Licensing Authority.
• The nursery operator shall ensure all planting material has been inspected and approved by an officer from the respective County government.
• The nursery operator shall comply with the guidelines on nursery management as issued by the Licensing Authority from time to time
• Planting material shall not be sold before inspection and approval by the County Government.
• A nursery operator shall ensure that the planting material has been inspected and a phytosanitary certificate issued by the relevant government agency before the sale of the planting material.
• All certified planting materials not sold within six months of certification will be subjected to re-certification.

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-Coconut Industry Act
Coconut Preservation Act

Others

More information which might help people.