How to Replace a Lost NGO Certificate in Kenya

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 NGOs Co-ordination Board started its operations in 1992 and is currently under the Ministry of Interior and Co-ordination of National Government. How to Replace a Lost NGO Certificate in Kenya

Specifically, the NGOs Co-ordination Board is responsible for inter alia registering, facilitating and coordinating all national and international NGOs operating in Kenya; advising the government on their contribution to national development;  providing  policy guidelines for NGOs to align their activities with national priorities and receiving and analyzing NGOs annual reports.

Section 7 of the NGOs Act of 1990 defines the functions of the Board as:

• To facilitate and co-ordinate the work of all national and international NGOs operating in Kenya.
• To maintain the register of National and International NGOs operating in Kenya, with the precise sectors, affiliations and locations of their activities.
• To receive and discuss the annual reports of NGOs.
• To advise the government on the activities of the NGOs and their role in National Development within Kenya.
• To conduct a regular review of the register to determine the consistency with the reports submitted by the NGOs and the Council.
• To provide policy guidelines to the NGOs for harmonizing their activities to the National Development Plan for Kenya.
• To receive discuss and approve the regular reports of the Council and to advise on strategies for efficient planning and coordination of the activities of NGOs in Kenya
• To develop and publish a code of conduct for the regulation of NGOs and their activities in Kenya.
• To prescribe rules and procedures for the audit of the accounts of NGOs.

Since its establishment in 1992, the Board has registered nearly 12000 NGOs. These number grows at an average of 500 NGOs per annum.They operate in virtually all sectors of the economy and can be found in all corners of the Country. Over the years, NGOs have made significant contribution to the well-being of Kenya. Their contributions include:-

• The fight for Democracy, human rights and good governance
• Provision of basic needs i.e. education, food, health, shelter and clothing
• The fight against HIV/AIDS
• Peace building
• Economic empowerment

According to the NGOs Annual Reports submitted to the Board for the year 2017/18, NGOs contributed a total of 155 Billion Shillings towards the Kenyan economy. Hence the contribution of the sector to national development is very significant as it compares competitively with Tourism and Agricultural sectors among others.

Procedure – Lost NGO Certificate in Kenya

• 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 – Lost NGO Certificate in Kenya

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.

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

The Non-Governmental Organizations Co-ordination Board – Head Office
15th floor Co-op Bank House, Haile Selassie Avenue
P.O. Box 44617-0100
Nairobi, KENYA
Telephone: +254 (20) 2214044 / +254 (20) 2214044
E-mail: info@ngobureau.or.ke
Website: NGO Bureau

Kisumu regional Office
Adala Otuko road, behind St Joseph Catholic church
Milimani, Kisumu
Telephone: +254 (20) 2662604

Mombasa Regional Office
NSSF Building 5th Floor
Nkurumah Road, Mombasa
Tel: 0776162231

Garissa Regional Office
Regional Co-ordinator’s Office 2nd floor
(Former provincial Commissioners Office)
Tel: 0733380280

Eldoret Regional Office
Deputy County Commissioners Office- Eldoret East
Kapsoya
Tel: 0723278047

Eligibility

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

Fees – Lost NGO Certificate in Kenya

• 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.

Processing Time

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

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