FAQ

Q?

What is the mandate of the NGOs Co-ordination Board?

A.

The Board is charged with the responsibility of registration, facilitation, regulation and co-ordination of the NGO sector in Kenya

Q?

Under which law is the Board established?

A.

The Board is established under the Non-Governmental Organizations Co-ordination Act No. 19 of 1990 CAP 134 Laws of Kenya.

Q?

Under which ministry does the Board fall?

A.

Ministry of Interior & Coordination of National Government.

Q?

What is the difference between the Board and the Bureau?

A.

The Bureau is the Board’s secretariat

Q?

Board composition?

A.

The Board is composed of the Chairman appointed by the President and nine other members.

Q?

Does the Board link NGOs to donors?

A.

The Board’s mandate does not include linking NGOs to donors. However, the Board may issue an NGO seeking donor support with compliance letter.

Q?

What is a compliance letter?

A.

An official letter signed by the Board’s Executive Director stating that an NGO has complied with the requirements of the NGOs Co-ordination Act and NGOs Co-ordination Regulations, 1992.

Q?

Does the Board have regional offices?

A.

Currently, the Board has 4 regional office in Kisumu, Eldoret, Garissa and Mombasa.

Q?

What is the difference between Board and the NGOs Council?

A.

The Board is a State corporation charged with the responsibility of registration, facilitation, regulation and co-ordination of the NGO sector in Kenya while the NGOs Council is a membership organization of NGOs.

Q?

How many names should one present at name search stage?

A.

Three names in order of priority

Q?

How long does it take to approve a name search?

A.

A half a day.

Q?

Can we operate as an NGO and still operate as a Trust or Society?

A.

No, once an organization has transited to an NGO, it ceases to be a trust or society.

Q?

How long does it take to have an NGO registered?

A.

Once all the required documents are submitted, it will take up to 90 days.

Q?

Where can one get the soft copies of registration forms?

A.

You can download them from the Board’s website www.ngobureau.or.ke.

Q?

Under what circumstances can an NGO be de-registered?

A.

when it violates the NGOs Co-ordination Act and its Regulations.

Q?

How does it take to effect changes of office bearers?

A.

14 days

Q?

What is an annual report?

A.

It is a report of the organization on among others finances, human resources, projects and governance which is submitted to the Board annully.

Q?

When is an NGO’s annual report due?

A.

Three months after the end of the NGO’s financial year.

Q?

Under what circumstances should an NGO submit audited accounts to the Board?

A.

If the NGO in question received an annual income of more than KES 1 million.

Q?

Why should the board of directors prepare board of directors’ report which is normally done by the auditors?

A.

The board of directors’ report is part of auditor’s report. The board of director should give their report to auditors so that the auditing report can have a sector highlighting issues from them.

Q?

Should organizations which have not received any donations file annual reports?

A.

Yes, the voluntary services from the board of directors should be quantified in cash

Q?

Are members of the Board paid salaries?

A.

No, they are expected to work as volunteers and the organisation’s internal policies should state what they are entitled to e.g transport reimbursement

Q?

The founders are initially burdened by responsibilities of establishing the organization. What should happen since donors don’t fund establishment of the organization?

A.

The organization officials are advised to finance these through either fundraising or from well-wishers.

Q?

How to moderate the guidelines and the organization constitution specifically on separation of the board from the management?

A.

While registering all NGOs are supposed to separate the two however, organizations are allowed to have the CEO as an ex-official of the board.

Q?

Is it proper for organization to outsource accountants and auditors?

A.

Organization can hire or outsource accounting services from a reputable accountant. However, an organisation should hire audit services from a firm/auditor registered with ICPAK.

Q?

Will the NGOB remain the regulator once the PBO Act is gazetted?

A.

The Board will remain the regulator with a broader mandate.

Q?

What are the requirements for work permit?

A.

The requirements for work permit/Special pass are:

  1. Letter addressed to the Executive Director, NGOs Coordination Board requesting for recommendation letter
  2. Endorsement Form (download at ngobureau.or.ke )
  3. Dully filled Application Forms 25 & Form 27 from immigration Department
  4. Letter of Appointment & Contract from the employer
  5. All relevant copies of applicants’ certificates
  6. Detailed Curriculum Vitae of the applicant
  7. Certified copy of the applicant’s Passport
  8. One (1) passport size photo(in white or grey background)
  9. Copy of the advertisement done in at least one National Circulation Daily Newspaper in Kenya of the required position
  10. Interview questions, long and short list of applicants entailing (name, age, nationality, sex, contacts and qualifications)
  11. Understudy must be identified to take up the position upon expiry of the work permit
  12. Provide a list of all employees in the organization entailing their names, nationality, job titles, email address and mobile contacts.
  13. Where any document is made in a language other than English a copy of the translation into English language must be attached.
  14. Criminal clearances certificate an equivalent of a certificate of good conduct in Kenya from the applicant’s Country of origin for first time applications and has to be certified by any registered local lawyer and criminal clearance certificate from CID Kenya for all renewals.
  15. Copy of previous permit for renewals of permits
  16. Processing fee as follows :- (Please pay by cheque to NGOs Coordination Board)
  • New application for work permit –  20,000/-
  • Renewal of work permit – Kshs.  20,000/-
  • Special Pass – Kshs.  16,000/-
  • Appeal – Kshs.  16,000/-                                                      

*NOTE:  ENSURE YOUR NGO FILE IS UP-TO-DATE

REQUIREMENTS FOR CHARITY ORGANIZATIONS NOT REGISTERED AT THE NGO’s CO-ORDINATION BOARD

  1.  Copy of Certificate of Registration
  2. Copy of Constitution
  3. Latest Returns
  4. Tax Compliance Certificate
  5. Details of Directors and members
  6. Processing fee of KSH. 20,000

Q?

If my returns are not up to date can I apply for work permit?

A.

NGOs are not eligible to receive work permit service if there file is not fully compliant.

Q?

How much does one pay as processing fee for work permit and special pass recommendations?

A.

New application for work permit – KES. 20,000/-
Renewal of work permit – KES. 20,000/-
Special Pass – KES. 16,000/-
Appeal – KES. 16,000/-

Q?

What mode of payment should our organization pay using?

A.

The NGOs Board accepts Bankers cheque, Organization Cheque, Electronic fund transfer (EFT), Direct payments to the NGOs Coordination Board Bank Account.

PAYMENTS BY CHEQUE OR CASH SHOULD BE MADE TO:

NGOs CO-ORDINATION BOARD ACCOUNT NO: 01136030582102

CO-OPERATIVE BANK

CO-OP HOUSE BRANCH

Q?

Which account should use when making transactions with the Board?

A.

NGOs Co-ordination Board Account No: 01136030582102 Co-operative Bank House, Co-operative House Branch.

Q?

If my organization advertised on the website does it qualify to apply for work permit?

A.

All positions should be advertised for in the at least one National circulation Daily Newspaper in Kenya prior to the recruitment process.

Q?

Can volunteers apply for work permit?

A.

Yes, all volunteers require a work permit. However, they are required to provide proof of how they will sustain themselves in Kenya without