Community Based Organisation (CBO) in Kenya

Procedure on How to Register a Community Based Organisation (CBO) in Kenya

A community-based organization (CBO) is a registered non-governmental, non-profit and non-political organization. Within community-based organizations (CBOs), there are many variations in terms of size and organizational structure. Some community-based organization (CBOs) with a written constitution and directors are formally registered and incorporated. Others are much smaller and informal, are registered by the Ministry of Labour and Social Protection.

Step 1 : Organize yourselves in a group to form a community based organization.
Step 2 : Draft the CBO’s constitution

• A constitution is the CBO’s guide. Once this has been drafted and approved, every member should get a copy which they sign and commit to the terms and conditions.
• The constitution identifies the CBO’s mission, goals, and objectives.

Step 3 : Hold meeting to Elect CBO’s officials and to seeking registration

• The three most important slots to be filled are the Chairman, Secretary and Treasurer.
• It’s important to have these positions occupied for accountability and organisation purposes of the CBO.
• Roles under these titles should also be defined, written down, and put in a document (preferably the constitution) so that every official understands and agrees to their scope of their work.
• It is important that the office of the secretary must know how to read and write.
• The minutes of the meeting seeking registration and showing elected officials are to be attached to the application forms.

Step 4 : Make the application for Registration with the Ministry of Labour and Social Protection’

• Visit the either Sub-county’s Labour and Social Protection Offices, Sub-county’s Public Service or Huduma Centre to make the application with the respective officer.
• You will be given an APPLICATION FORM FOR A COMMUNITY BASED ORGANIZATION (CBO) to fill.
• Fill the Registration Form correctly and attach the following REQUIREMENTS:

i. Minutes of the meeting seeking registration and showing elected officials MUST be attached to the Application form.

ii. List of members duly signed with Name/Position/ID No. and Signatures MUST be attached to the Application form.

iii. The Application form MUST be accompanied by the CBOs BY-LAWS/ RULES/ CONSTITUTION.

iv. The Application form MUST be accompanied by a Memorandum of Understanding (MOU) where CBO is formed through amalgamation (i.e. where several groups come together to form an umbrella organization).

Step 5 : Payment of applicable fees

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• Pay the Approved Registration fee of Ksh.5, 000/= and lodge the Application at the office of the Sub-county Social Protection officer or Huduma Centre

Step 6 : Obtain the certificate

• It takes 5 working days for the Registration to be approved and a Certificate of Registration is issued by the Ministry of Labour and Social Protection Office to the CBO

Required Documents

1. Minutes of the meeting seeking registration and showing elected officials MUST be attached to the Application form.
2. List of members duly signed with Name/Position/ID No. and Signatures MUST be attached to the Application form.
3. The Application form MUST be accompanied by the CBOs BY-LAWS/ RULES/ CONSTITUTION.
4. The Application form MUST be accompanied by a Memorandum of Understanding (MOU) where CBO is formed through amalgamation (i.e. where several groups come together to form an umbrella organization).
5. Registration fees receipt.

Office Locations & Contacts

Ministry of Labour and Social Protection,
State Department for Social Protection,
Bishops Road, Social Security House
P.O. Box 40326 – 00100, Nairobi
Telephone: +254 (0) 2729800
Fax: +254 020 2726497
Email: ps@socialprotection.go.ke / info@socialprotection.go.ke
Website: Ministry of Labour and Social Protection Website

Eligibility

• Organized groups in Kenya seeking registration as community based organization are eligible to make the application.

Fees Community Based Organisation (CBO) in Kenya

• Registration fees of Ksh 5,000.

Validity Community Based Organisation (CBO) in Kenya

• The certificate has to be renewed annually.

Documents to Use

• A sample of the document can be downloaded through the following link: APPLICATION FORM FOR A COMMUNITY BASED ORGANIZATION (CBO)

Processing Time – Community Based Organisation (CBO) in Kenya

• 5 working days is processed from Huduma Centre
• 2 weeks if processes from the Sub county Offices.

Required Information

1. Basic Information of the Community Based Organization (CBO)
2. Official Meetings
3. Membership of the CBO
4. Management Committee
5. CBO Project Objectives
6. Activities of the CBO a) Type of activity(ies)
7. Future Plans/Activities (if any)
8. Assistance from the Government/Other Organization(s)

Need for the Document

• The registration gives the community-based organization (CBO) formal recognition and listed by in the government records.
• This allows the CBO to legally carry out its activities in Kenya.

Information which might help

• A community-based organization (CBO) is a registered non-governmental, non-profit and non-political organization.
• Within community-based organizations (CBOs), there are many variations in terms of size and organizational structure. Some community-based organization (CBOs) with a written constitution and directors are formally registered and incorporated. Others are much smaller and informal, are registered by the Ministry of Labour and Social Protection.
• Some of the activities commonly carried out through CBO’s include are:

i. Business

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.

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 CBO gives the CBO powers to transact business in its name.
• The CBO 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

• Once registered the community-based organization qualify to become a member of Community-based organizations