Kenya - Renew Coffee Warehouseman License

ProcedureEdit

Apply In-Person

Licenses issued by the AFA Coffee Directorate expire on the 30th of June of every year. A coffee warehouseman license holder wishing for renewal thereof may apply by 1st June preceding the expiry of the license. Coffee Directorate Office Location & Contact Details.
Applicants are required to collect and complete the Application for a Coffee Warehouseman License Form, obtain at the Coffee Directorate Office or directly download it using this Application for a Coffee Warehouseman License Form
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).
In addition to the required documents, the Directorate will require the applicant to submit returns for the year.
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.
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.
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.
The Regulations and Compliance Department office shall schedule a premise inspection visit with the applicant to determine if the information provided is accurate.
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.
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).
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.
If approved, the applicant will be required to make payment of the annual license fee of Ksh.2000.00. and present proof of payment to be validated by the Regulations and Compliance Department office.
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.
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.
A coffee warehouseman 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.

Apply Online Step 1: Register on the AFA IMIS portal (for new applicants)

Applicant should browser the AFA Integrated Management Information System portal.
On the Home page, hover the mouse cursor over the “REGISTER NOW” tab and click on it.
This will facilitate the online registration of AFA IMIS stakeholder system users and organization details, page to open.
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.
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.
Once login the applicant will be prompted to change their password.

Step 2: Apply for the Renew Coffee Warehouseman License

Once logged in the portal, hover the mouse cursor over the “AFA Main Menu” option, on the expanded menu, select the “Coffee Directorate” option, then select the “License Renewals” option and then finally select the “Coffee Warehouseman” option.
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: File Coffee Warehouseman Monthly Returns

The applicant will be required to file their monthly returns to the board.
Returns can be filed online via the AFA Integrated Management Information System
Once logged in the portal, hover the mouse cursor over the “AFA Main Menu” option, on the expanded menu, select the “Coffee Directorate” option, then select the “Returns” option then select the “Coffee Warehouseman Monthly Returns” finally.
Populate all the available fields accurately, upload the requested documents, before clicking on the “Document Submission” tab. Upon successful submission, the applicant will receive a Registration submission notification on their device.

Step 4: Inspection of the premises.

This is followed by an inspection of the applicant’s warehouse/premises by the Board field Officers.
A Coffee Directorate inspector shall contact the client to schedule an inspection date depending on the client's availability.
During the inspection visit, the owner or a representative should be present and should supply the inspector with all requested documentation.
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.
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 premises.
After a successful inspection phase has been completed, the applicant will be notified via the AFA IMIS Portal of the approval.

Step 5: Payment for the license fee and obtain the license

The applicant is required to make payment for the renewal license fee of Ksh.2, 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.
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.
Upon receiving proof of payment, a notification will be sent on IMIS and the license is made available on the system for download.
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.

Required DocumentsEdit

Duly completed and signed Application for a Coffee Warehouseman License Form
copy of the current/expired warehouseman license
Certificate of incorporation (copy) For a local company or
Certificate of compliance (copy) For a branch of a foreign company
Form CR 2 With paid up share capital of not less than KES 300,000.
Articles of association.
Contact details of the directors and two business referees.
Identity card Of the director(s) or
Passport if the director is a foreigner.
Valid tax compliance certificate For the company and directors.
Certified insurance cover (copy
From a reputable firm proportionate to the volume of coffee handled as per insurance valuation.
Sworn affidavit Of the company directors.
Letter of undertaking To furnish coffee directorate with monthly stock returns

Office Locations & ContactsEdit

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

EligibilityEdit

Any person, cooperative society, group, or company registered as a coffee dealer and holds a valid/expired Coffee Warehouseman License are eligible to apply.

FeesEdit

The following fees are applicable;

Late Application penalty fees of Ksh.1,000 (Non-refundable)
License fees Kshs.2000.00 (paid annually)

Payment methods: mobile money platforms

For payments made via MPESA.
Login to the System.
Go to 'License Payment & Appeal' menu.
Open '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.

ValidityEdit

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 UseEdit

Application for a Coffee Warehouseman License Form

Sample DocumentsEdit

Please attach sample completed documents that would help other people.

Processing TimeEdit

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

InstructionsEdit

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

Required InformationEdit

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 DocumentEdit

A Coffee Warehouseman license authorizes the holder to engage in coffee warehousing in Kenya.
No person can carry out business as a coffee warehouseman unless he has a valid Coffee warehouseman License. Therefore one needs to renew their license to continue with operations.

Information which might helpEdit

“Warehouseman” means any person who owns, leases or is in charge of a warehouse where coffee is handled and stored for reward or profit.
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.
All coffee shall be stored in warehouses duly licensed by the Authority in consultation with the county governments.
No premises shall be designated as a coffee warehouse by the Authority unless the premises are inspected, approved, and registered as such.
A licensed warehouse shall conform to the standards issued by the Kenya Bureau of Standards and shall be duly certified by a public health officer.
The Authority shall cause warehouses and warehousing activities to be inspected on a regular basis.
No warehouseman shall have a lien of any nature over coffee whether in his possession or not.
Every warehouseman shall insure all coffee in his warehouse or under his custody against fire, theft and other insurable risk.
No coffee shall be removed from a warehouse without a coffee warrant issued by the Exchange and registered with the warehouseman.
A person who operates a warehouse in contravention of this Regulation commits an offence.

External LinksEdit

Apply for coffee warehouseman license
Kenya Coffee Act

OthersEdit

More information which might help people.