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Kenya - Apply for a Coffee Buyer License

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Procedure[edit]

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

  • Applicant should browser the AFA Integrated Management Information System
  • 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 Coffee Buyer 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 Application” option and then finally select the “Coffee Buyer License Application” option.
  • This will facilitate the online license application form to open, Populate all the available fields accurately, provide 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.
  • Upon submission, the applicant will receive an AFA Coffee Directorate submission notification on their device.


Step 3: Inspection of the premises/facility.

  • 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 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 the inspection will depend on the size of the premises.A gazette notice will then be published after the inspection report has been vetted by the committee. The gazette notice is valid for 30 days. Any interested party is required to submit their queries within 14 days, from the date of issue.
  • After a successful inspection phase has been completed, A gazette notice will then be published after the inspection report has been vetted by the committee. The gazette notice is valid for 30 days. Any interested party is required to submit their queries within 14 days, from the date of issue.
  • The applicant will be notified via the AFA IMIS Portal of the approval.


Step 4: Payment for the license fee and issue of the License

  1. After a successful documents assessment and inspection phase has been completed, the applicant will receive an AFA Coffee Directorate notification on their device and will be sent an invoice for the license fee.
  2. The applicant will be required to pay for the license fee, the payment should be channeled using the Directorate's preferable payment. please refer to the fee section of this page for more information.
  3. Upon making payment, the applicant is required to share the proof of payment (Bank payment/deposit details) with the Directorate, applicant will then receive a payment confirmation notification.
  4. After a successful document evaluation phase, which is within 05 working days the applicant will be sent a coffee buyer registration license to print. Applicants should log in to their AFA IMIS account to access the license.


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[edit]

  • Copy of the Certificate of Incorporation in case of a local company OR
  • Copy of the Certificate of Compliance in case of a foreign company
  • Copy of a Valid performance bond of KES 1,000,000 in favor of Agriculture, Food Authority (AFA) - Coffee Directorate.
  • Valid tax compliance certificate (copy) for the company
  • Self Declaration Form (copy) of any indebtedness, conflicts, and litigation within the coffee industry.
  • Liquorer's certificate (copy) OR
    • Commitment letter from a liquorer (original)From a licensed liquorer.
  • Cupping facility certificate (copy) If the applicant owns a cupping facility.OR
    • Leased cupping facility certificate (copy). Of the cupping facility owner; if the applicant has leased the facility.
  • Identity card (copy). Of the director(s), if they are Kenyan Citizens. OR
    • Passport (copy). If the director is a foreigner.



Office Locations & Contacts[edit]

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[edit]

  • Any person, cooperative society, group, or company who wants to deal or transact as a coffee buyer in Kenya is eligible to make this application.



Fees[edit]

  • For new applicants or for annual purchases of less than 1,000 bags KES 10,000 For a coffee buyer's license.
  • For annual purchases between 1,000 to 4,999 bags or KES 25,000 For a coffee buyer's license.
  • For annual purchases between 5,000 to 9,999 bags or KES 35,000 For a coffee buyer's license.
  • For annual purchases over 10,000 bags or KES 50,000 For coffee buyer's license.


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.


Bank Deposit

  • For payments made via the bank, through direct deposit/RTGS/Cheques, applicants will be required to upload the reference document on the System.



Validity[edit]

  • The Coffee Buyer Registration License is valid for one (01) year and shall expire on the 30th June next following the date of issue, unless revoked, suspended, or cancelled by the Authority.
  • The License should be renewed at least 30 days, before the expiration of the current license.



Documents to Use[edit]

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



Sample Documents[edit]

Please attach sample completed documents that would help other people.



Processing Time[edit]

  • The time frame for processing the application accumulatively is a minimum of 10 days to a maximum of 40 days.



Related Videos[edit]

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[edit]

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


Required Information[edit]

  • Name of the applicant (individual / Organization)
  • Contact Details (Address (Postal)/ Telephone)
  • Physical location
  • Proposed name of the farm
  • L.R. Number (title deed number)
  • company registration document details
  • Buying capacity (in bags)
  • License category
  • Declaration by the applicant



Need for the Document[edit]

A coffee buyer license is a license issued to an incorporated company authorizing the company to buy clean coffee in exchange for export, local sale, or value addition or to import clean coffee for secondary processing in Kenya.


Information which might help[edit]

Enter other information which might help.


Other uses of the Document/Certificate[edit]

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



External Links[edit]

Coffee Buyer License Application Process
Kenya Coffee Act

Others[edit]

More information which might help people.