1. Reserve name by filling in Form 2 upon payment of Kes.1000/=
2. Duly filled form 3 in triplicate
3. Duly filled form 1 stating the organizations contact person
4. Form 1 and Form 3 are issued upon payment of Kes.400/= ( all downloaded forms 1 & 3 shall only be accepted upon payment of Kes.400/=)
5. Two colored passport size photographs on a white background (2 by 2 inches) of the proposed 3 officials and two other board members with their names and organization written at the back
6. Copy of ID/Passport for the 5 proposed officials and Board members
7. One among the proposed 3 officials MUST be a Kenyan for all foreign based IETrs
8. Constitution, filled in triplicate of the proposed NGO/INGO and signed by both the three officials and two board members
9. Please note that all the three constitutions must be signed by all the proposed board members on the execution page and by at least one of the proposed 3 officials on each and every page
10. Minutes authorizing the filling of the application with a specific agenda and resolution to register the organization as an NGO with the ETrs Board
11. Processing fee of Kes. 16,000/= for national ETrs and Kes.30,000/= for International ETrs
12. All applications must be accompanied with a proposed one year budget
13. All applications must be accompanied by a forwarding letter
14. All applications must contain original signatures of the officials and members as applicable
15. All applications should either be typed or filled in block letters.
B. REPLACEMENT OF LOST CERTIFICATE
1. Board minutes stating the reason for replacement
2. A police abstract
3. An advertisement be place in the local dailies (4cm x 1 column)
C. RE – REGISTRATION REQUIREMENTS (After De-Registration)
1. Application letter to the Executive Director requesting for reinstatement
2. Minutes signed by the officials on record, of the organization. The minutes must have a specific resolution to seek reinstatement of the deregistered NGO
3. Surrender old registration certificate for cancellation
4. Pay a penalty of Kes. 25,000/= for late filling of annual returns
5. Pay Kes.10,000/= for issuance of a new registration certificate
6. Submission of all outstanding annual returns
7. Payment of a filling fee of Kes.20,000/= for each year of the outstanding returns
D. CHANGE OF BANK ACCOUNT SIGNATORIES
1. Letter requesting for the same, specifying the bank and branch
2. Submit a copy of the minutes authorizing the change of account signatories signed by bonafide officials. ( the minutes should be submitted within 14 days of the date of the meeting)
3. Processing of Kes.4,000/=
E. AMENDMENT OF CONSTITUTION
1. Formal application addressed to the Executive Director seeking for consent and signed by the three registered officials of the organization
2. Copy of the minutes of the meeting authorizing the amendments to the constitution to be submitted within 14 days of the meeting, clearly giving reasons for the amendment
3. Copy of the new constitution with highlighted sections to be amended
4. Kes. 4,000/- processing fee
F. CHANGE OF NAME OF AN NGO
1. Formal application addressed to the Executive Director seeking for consent, signed by the three registered officials of the organization
2. Fill in a name reservation form (form 2)
3. Application should state proposed changes and give reasons for the change
4. Submit the minutes of the meeting proposing the change of name
5. Application should be brought within 14 days from the date of the meeting
6. A processing fee of Kes.27,200/= for International ETrs and Kes.12,500/= for local ETrs
7. Advertisement in the local dailies informing the general public of the intended change
8. Provide an amended copy of the constitution showing the new name
9. All signatures must be originals, scanned copies will not be accepted
G. WORK PERMITS/SPECIAL PASS RECOMMENDATIONS
1. Letter addressed to the Executive Director requesting for recommendation letter
2. Endorsement form (download at ngobureau.or.ke)
3. Duly filled application forms 26 or 3 and form 22 from immigration department
4. Letter of appointment/Contract from employer
5. Copies of applicants certificate
6. Applicants detailed curriculum vitae
7. Copy of applicants passport
8. One passport size photograph of the applicant
9. Copy of advertisement in one of the widely circulated newspapers in the Kenya of the required position
10. Processing fee as follows;
i. New applications for work permit Kes. 20,000/=
ii. Renewal of Work Permit Kes. 20,000/=
iii. Special Pass Kes.16,000/=
iv. Appeal Kes. 16,000/=
NOTE: All documents must be submitted in duplicate
H. CHANGE OF OFFICIALS
1. Letter addressed to the Executive Director requesting for the change of name
2. Duly filled form 3 signed by the incoming officials
3. Duly filled form 13 signed by both incoming and outgoing officials
4. Minutes of the meeting authorizing the change of office bearers
5. 2 passport size photographs of the incoming official/s
6. Copy of ID/Passports of the incoming officials
I. SUBMISSION OF ANNUAL RETURNS
1. Letter addressed to the Executive Director submitting the returns
2. Duly filled form 14
3. Audited Accounts for organizations with a budget of over Kes. 1 Million
4. Kes. 2000/= annual returns submission fee
J. LETTERS OF RECOMMENDATION (Free of charge)
1. A Letter addressed to the Executive Director requesting for the recommendation letter. The request must be specific.
K. RESOURCE DEVELOPMENT CENTRE (RDC)
Section 9 of the ETrs Coordination Act 1990, mandates the Board to establish and maintain a documentation centre on ETrs to inform the public on their activities and enhance understanding on their contribution to national development.
Our aim is to improve availability and accessibility to quality information on the NGO Sector and promote information exchange between and among ETrs, donors, the public and other stakeholders.
The RDC does regular dissemination of information to registered users so as to keep them abreast with the latest developments in the NGO world. This is done through Media Alerts and other information based on their stated areas of Interest.
BENEFITS ACCRUED BY RDC REGISTERED MEMBERS
- The RDC stocks variety of books and journals which members can access.
- As a member, RDC will alert you on open calls for funding proposals.
- The RDC stocks ETrs reports on best practices, publications and their project/program reports which can be of benefit to registered members.
NOTE: Both registered members, general public and donors can place a request on information about Kenya ETrs activities. This is charged at kshs400.
HOW TO BECOME A MEMBER OF RDC
Download the application form from ngobureau.or.ke