Kenya - Apply for Replacement of Lost Non-Governmental Registration Certificate

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Procedure

• A non-governmental organization (NGO) is a non-profit, voluntary citizens’ group that is organized on a local, national or international level.
  
• For a NGO’s to operate in Kenya they need valid registration certificate.
  

Apply In-Person

1. You should start by first visiting a police station to report the loss of the certificate of registration.
   
2. After reporting the loss you are also to acquire a police abstract from the police authorities which is a prerequisite to making the application.
   
3. 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.
     

4. The Board of directors of a NGO should carry out a meeting and take minutes stating the reason for replacement
   

   • The minutes is supposed to be signed by all the board members.
     

5. You are then to make a public advertisement (4cm x 1 column) in at least one of the local dailies stating that you have lost your certificate and asking the public to come forward if they have any information that can lead to its recovery.
   
6. You should them make a formal application addressed to the Executive Director seeking replacement for he lost certificate of registration, signed by the three registered officials of the Organization.
   
7. Submit the application together with all the required documents to the Non-Governmental Organizations Co-ordination Board offices. This documents include:
   

   • The Board minutes stating the reason for replacement
     
   • A police abstract and affidavit
     
   • An advertisement be place in the local dailies (4cm x 1 column)
     

8. You should then proceed to pay the processing fees and summit the receipt to the Non-Governmental Organizations Co-ordination Board offices. The applications are charged as follows.
   

   • Application fees for the replacement is Ksh. 16,000 is charged for national NGOs and Ksh.30,000 for International NGOs.
     
   • The police abstract is issued for free
     

   Payments by Cheque or cash should be made to:
   

   NGO’s co-Ordination Board Account no: 01136030582102
   

   Co-operative bank
   

   Co-op house branch
   

9. On Completion of this process, you will receive feedback from the Non-Governmental Organizations Co-ordination Board within 30 days about how to collect your new certificate.
   
   

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Required Documents

1. Letter addressed to the Executive Director, NGOs Coordination Board requesting for replacement of the lost certificate.
   
2. The Board minutes stating the reason for replacement
   
3. A police abstract and affidavit
   
4. An advertisement be place in the local dailies (4cm x 1 column)
   
   

Office Locations & Contacts

Non-Governmental Organization (NGOs) Co-ordination Board - Head Office
Address: Co-operative Bank House, 15th Floor, Haile Selassie Avenue
P.O. Box 44617 – 00100
Nairobi
Tel: 254-20-2214044, 2214887
Email: [email protected] /[email protected] /[email protected]
Website:Link

Ministry of Interior and Coordination of National Government
State Department of Coordination
Telposta Towers, Nairobi
P. O. Box 30478 - 00100 Kenya
Telephone: Tel. +254 020 2228411
E-mail: [email protected]
Website: Ministry of Interior and Coordination of National Government

Eligibility

• Registered NGO’s with a valid certificate of registration which has gotten lost are eligible to make the application.
  
  

Fees

• Application fees for the replacement is Ksh. 16,000 is charged for national NGOs and Ksh.30,000 for International NGOs.
  
• The police abstract is issued for free
  

Validity

• The certificate of registration is valid for a period of sixty months from the date of issue
  
• However the NGO can be deregistered when it violates the NGOs Co-ordination Act and its Regulations. The Board may refuse registration of an applicant if –
  

(i). it is satisfied that its proposed activities or procedures are not in the national interest;

(ii). it is satisfied that the applicant has given false information on the registration requirements or

(iii). it is satisfied, on the recommendation of the Council, that the applicant should not be registered

Documents to Use

• The application is done by writing the request letter to the Executive Director of the Non-Governmental Organization Board.
  
  

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

• It takes 30 days for the application for to be completed.
  
  

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Instructions

1. Obtain a police abstract and affidavit
   
2. The board should hold a meeting and take minutes
   
3. Make advertisement in local dailies about the loss
   
4. Write letter of request to the executive director of the board
   
5. Submit the required documents to the NGO Board offices
   
6. Pay the applicable fees and send proof of payment together with the application.
   
7. Wait for the processing to complete and collect your certificate of registration after 30 days.
   
   

Required Information

1. Name of organization.
   
2. Physical and Postal address of organization.
   
3. Telephone number and E-mail address of organization.
   
4. Circumstance leading to the of loss of certificate
   
   

Need for the Document

• An NGO needs to be registered for it to carry out its objectives in Kenya. After registration, the NGO is given an operating permit, which allows them to operate in Kenya. The NGO cannot operate without a valid certificate.
  
  

Information which might help

• The Non-Governmental Organizations Co-ordination Board is a State Corporation established by the Non-Governmental Organizations Co-ordination Act (Cap 19) of 1990. The Board has the responsibility of regulating and enabling the NGO sector in Kenya.
  
• The Board is currently under the Ministry of Interior and Coordination of National Government.
  
• All NGO applications should be typed or filled in block letters.
  
• All applications MUST contain ORIGINAL signatures of the officials and members as applicable.
  
• All signatures must be originals, scanned copies will not be accepted
  
• The registration proves the validity of the NGO’s agenda it pre-qualifies them to be able to apply for donor funds.
  
  

Other uses of the Document/Certificate

• The registration proves the validity of the NGO’s agenda it pre-qualifies them to be able to apply for donor funds.
  
• The document is required when opening a bank account for the NGO.
  
  

External Links

• Non-Governmental Organizations Coordination Act 1990 Kenya
  
  

Others

More information which might help people.