Kenya - Renewal Registration of Self-Help Group / Community Projects

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Procedure

To renew the registration for a self-help group i.e.(Youth / Women /Men/PWD/Older persons/Community project group) one has to make an application with the Ministry of Labour and Social Protection.

Apply In-Person
Step 1 : Hold a group meeting to seeking registration renewal

• The minutes of the meeting seeking registration renewal and showing elected officials are to be attached to the application forms.
  

Step 2 : Application for registration renewal with the Ministry of Labour and Social Protection

• Visit the either Sub-county’s labour and social protection offices, Sub-county’s Public Service, Youth and Gender Affairs Offices or Huduma centre , in your respective sub-county to make the application with the respective officer.
  
• Here you will be given an application form to fill and submit.
  
• Fill the Registration Form and make sure you tick with type of self-help group you want to renew registration i.e. (Youth , Women , men , Mixed, PWD, Older persons or Community Project)
• Attach the following REQUIREMENTS:
  

i. Copy of the groups registration certificate

ii. Minutes of the meeting seeking registration renewal and showing elected officials

iii. List of All members duly signed with Name/Position/ID No. and Signatures.

iv. Copies of National Identity Cards of all group members

v Provide Annual Progress Report of the Group/Community Project

vi BY-LAWS/ RULES/ CONSTITUTION (if it has been revised)

Step 3 : Payment of applicable fees

• Pay the Approved Registration Renewal fee of Ksh.200/= and lodge the Renewal Application at the office of the Sub-county Social Protection Officer or Huduma Centre
  

Step 4 : Obtain the Renewed Certificate

• It takes 2 working days for the Renewal to be approved and a Certificate of Renewed Registration is issued by the Ministry of Labour and Social Protection Office
  
  

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Required Documents

1. Copy of groups certificate
   
2. Minutes of the meeting seeking renewal and showing elected officials MUST be attached to the renewal application form
3. List of All members duly signed with Name/Position/ID No. and Signatures.
   
4. Copies of National Identity Cards of all group members
   
5. Renewal fees receipt.
6. Provide Annual Progress Report of the Group/Community Project
7. BY-LAWS/ RULES/ CONSTITUTION (if it has been revised)

Office Locations & Contacts

State Department for Social Protection - Head Office,
Ministry of Labour and Social Protection,
Bishops Road, Social Security House
P.O. Box 40326 – 00100, Nairobi
Telephone: +254 (0) 2729800
Fax: +254 020 2726497
Email: [email protected] / [email protected]
Website: Ministry of Labour and Social Protection Website


Social Protection Desk - Huduma Center Huduma Ceneter Locations

Eligibility

• A registered self-help group ,with a valid certificate of registration
  
• The group should have proof of Submission of Quarterly Progress Reports to the Registering Authority .
  
  

Fees

• A fee of Ksh 200 is charged for renewal
  
• Membership cards going for Khs30 for each member
  
  

Validity

• The certificate is valid for one year.
  
  

Documents to Use

• A sample of the application document can be downloaded through the following link: APPLICATION FORM FOR THE RENEWAL OF A REGISTRATION OF SELF-HELP GROUPS/COMMUNITY PROJECTS
  
  

Sample Documents

Please attach sample completed documents which would help other people who would like to follow this procedure.    

Processing Time

• 2 working days is processed from Huduma centre
  
• 1 week if processed from the Sub county Offices.
  
  

Related Videos

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 displayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

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

Required Information

1. Certificate of registration number
   
2. Name of the Group
   
3. Names of Members
   
4. Proof of Identity for each member
   
5. Mission and objectives of the Group
   

Need for the Document

• The registration gives the group formal recognition and listed by in the government records.
  
• This allows the group to legally carry out its activities in Kenya.
  
• Therefore one a group needs to have a valid certificate at all times.
  

Information which might help

• A group should be registered in the Sub-county it resides .The registration offices are located in all districts around the country.
  
• Some of the activities commonly carried out through youth Groups are:
  

i. Merry go rounds

ii. Community project

iii. Crop farming

iv. Cultural/traditional activities

v. Environment Conservation

vi. Financial services

vii. Fishery

viii. Health care

ix. livestock rearing

x. Poultry keeping

xi. Skills development

xii. Tourism

xiii. Youth empowerment

xiv. Merry-go-round

xv. Table banking

• After Registration, the Group/Community Project Must adhere to the following;
  

i. Renew the Certificate Annually. A fee of Ksh 100 is charged

ii. Submit Quarterly Progress Reports to the Registering Authority

iii. Allow accessibility of records to the registering authority upon request or when demanded to do so

NOTE: Failure to adhere to the above requirements will result to Non-registration/Deregistration.

Other uses of the Document/Certificate

• Legally registering of the group gives the group powers to transact business in its name.
  
• The group certificate of registration is used when obtaining grants and loans from the government and micro-financial institutions.
  
  

External Links

Huduma Centre Charter : Huduma Centre Charter

Others

• Every registered group must furnish the registrar with the annual returns at a fee of Sh100. Failure to file returns is an offence and a group that fails to do the same can be de-registered.
  
• Any change in group officials or office titles should be notified to the registrar within 14 days of notice and signed with three officials.
  
• A group planning to amend its constitution must obtain permission from the registrar. This too must be signed by three officials, the chairperson, secretary and treasurer.
  
• Registered groups are required to hold an annual general meeting once a year and all members must be invited.