Kenya - Renew Coffee Management Agent Certificate

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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 Management Agent Certificate 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 Registration of Management Agent Form-C1, obtain at the Coffee Directorate Office or their field offices in the County.
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 Directorate will require the applicant to submit returns for the year, using a prescribed form- Bi-Annual Management Agent Returns Form-C3, also 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 as prescribed by the Directorate and present proof of payment to be validated by the Regulations and Compliance Department office.
13. 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.
14. The applicant is notified via a phone call or a letter when the certificate is ready to be collected. The time frame accumulatively for processing the application is usually thirty (30) days.
15. A coffee Management agent 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 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/expired Coffee management agent license.
• A certified copy of certificate of incorporation.
• A certified copy of 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
• Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company and Directors
• Minimum first degree in Agriculture or related field for Company employees.
• 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.
• Any other requirements that may be prescribed by the Board 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 registered as a coffee management agent and holds a valid/expired Coffee management agent certificate are eligible to apply.

Fees

The following fees are applicable;

• Late Application penalty fees of Ksh.1,000 (Non-refundable)
• Certificate renewal fee (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 fifteen (15) days of the current license expiration date. 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 fifteen (15) 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 management agent certificate 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 Coffee management agent certificate authorizes the holder to act as a management agent and offer professional services in the coffee industry.
• No person can carry out business as a coffee management agent unless he has a valid Coffee management certificate. Therefore one needs to renew their license to continue with operations.

Information which might help

• Coffee licenses in the coffee industry expire by the 30th of June of every year and license holders apply to the Board for renewal one month prior to the expiry.
• Applicants can deliver or send hard copies of the application to the Coffee Directorate offices countrywide. Details of the various offices can found in the “Office Locations & Contacts” section of this page.
• In Kenya No person shall, for commercial purposes of buy, sell, pulp, mill, warehouse, export or otherwise deal in or transact any business in coffee unless he holds a current license issued by the Authority or the respective County Government for that purpose.

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
Coffee Licenses Requirements

Others

• The management agent shall exercise due prudence and diligence in executing the provisions of the specific management agreement between him/her and the grower.
• Services to be provided shall be in respect of management of coffee farms or pulping stations and without prejudice to the generality of the foregoing, the following services may be offered:
  • Extension services on coffee production and processing
  • Provision of farm inputs
  • Advisory services on marketing of coffee
  • Record keeping, Book-keeping and general accounting at factory and societies
  • Training of factory staff on record keeping, book-keeping, crop husbandry, processing and marketing
  • No agent or person employed by an agent shall, otherwise than with express written authority of a grower, remove labels or seals or open technically sewn or closed packets of coffee unless for the purpose of inspection to determine their validity and genuineness or with other reasonable cause.