Application for registration of a Non govermental Organization(NGO) in Kenya
An NGO is a private, voluntary, non-profit entity set up to pursue public benefit objectives (development, health, education, environment, human rights, etc.). When registered under the NGO Coordination Act, an NGO becomes a body corporate capable of contracting, owning property and entering into legal proceedings.
Procedure of NGO registration
Step 1 — Name search & reservation (Form 2)
Before submitting a registration application you must reserve your proposed NGO name through the eCitizen / NGO Board portal. Submit three proposed names (in order of preference) and complete Form 2 (Application for Name Reservation). The reservation is normally valid for 60 days and the current reservation fee is KES 1,000.
Step 2 — NGO Registration Requirements in Kenya
Before starting your online NGO registration application in Kenya, ensure you have prepared all the required documents to avoid delays. The NGO Coordination Board requires the following:
Application Forms
- Form 1 – Organization’s contact and address details.
- Form 2 – Name search and reservation form.
- Form 3 – Application for registration (three copies for local NGOs; addendum copies for international NGOs).
Constitution
A draft constitution signed by the proposed officials and board members, outlining the organization’s objectives, governance structure, and membership. Each page should be initialed by an official, and the execution page signed by all signatories.
Officials’ Details
- Names, contact details (postal and residential address, phone, and email), and occupations of the top three officials and at least two board members.
- Copies of National IDs or passports for all officials.
- Copies of KRA PIN certificates for all officials.
- Two recent colored passport-sized photographs for each of the five officials (three officers and two board members), labeled with names and organization.
- Valid police clearance certificates (Certificates of Good Conduct) for all officials — not older than six months — or notarized equivalents for foreigners.
Meeting Minutes
Minutes from the first official meeting authorizing the filing of the NGO registration application. The minutes should include a specific resolution to register and a record of the election of interim officials.
Financial Information
- A proposed one-year budget showing projected income and expenditure (both program and administrative costs).
- A statement outlining expected sources of funding.
Other Required Documents
- A forwarding or cover letter addressed to the Executive Director, NGO Coordination Board.
- The organization’s physical and postal address.
- Details of the proposed areas of operation, specifying districts, divisions, and locations.
- Information on any national or international affiliations.
Additional requirements for foreign / international NGOs
- At least one-third of board members must be Kenyan citizens.
- Provide constitutions of the NGO’s foreign branches and evidence of governance structures abroad.
- Appoint a Kenyan liaison officer and ensure foreign staff have appropriate immigration permits to work in Kenya.
Step 3 — Submit application & pay fees (eCitizen / NGO Board)
Upload or deliver the completed forms and supporting documents to the NGO Coordination Board. You can initiate or complete many steps via the NGO Board portal on eCitizen (create an eCitizen account first, select NGO services).
Step 4 — Board verification & certificate issuance
After submission the NGO Coordination Board verifies documentation and may request clarifications or additional proofs (office location, MoUs with donors, etc.). If successful, the Board issues a Certificate of Registration which legally authorizes operation in Kenya.
Cost of NGO Registration in Kenya
The standard registration fees for NGOs in Kenya are published by the NGO Coordination Board. The official fees are:
| NGO type | Registration fee (KES) | Typical additional fee (KES) |
|---|---|---|
| Local / National NGO | KSh 16,000 | Name reservation KSh 1,000 |
| International NGO | KSh 30,000 | Name reservation KSh 1,000 |
These figures are confirmed by the NGO Coordination Board’s eCitizen portal: ngoboard.ecitizen.go.ke. Fees and processing surcharges can change — always check the Board’s service charges on the official portal before payment.
Other costs to budget for
- Document certification (notarisation / witness signatures)
- Police clearance or background checks (where required)
- Courier / scanning / translation costs
- Optional consultant, legal or secretarial support fees
Post-registration obligations (must-dos)
- Annual returns: Submit programme and financial reports to the NGO Coordination Board within the required timeframe.
- Annual audit: Maintain proper books and have them audited by a certified auditor annually.
- Notify changes: Report any changes to the constitution, officers, trustees or address to the Board.
- Tax & immigration compliance: Ensure PAYE and withholding tax obligations are met and that foreign staff hold valid work permits.
How long does NGO registration take in Kenya?
NGO registration in Kenya typically takes between 3 to 5 months. However, this timeline can vary depending on several factors, including the completeness of your application and the workload of the NGO Coordination Board. The process involves several key steps — from name reservation and document submission to the final approval of your registration certificate.
Key Factors That Influence the Timeline
1. Completeness of Application: Submitting all required documents accurately and in the correct format is essential. Incomplete or incorrect documentation is one of the most common causes of delays during NGO registration.
2. Workload of the NGO Coordination Board: Processing times may fluctuate depending on the number of applications currently being handled by the Board. Submitting a thorough, well-prepared application helps reduce the risk of extended waiting times.
3. Name Reservation: Before registration, you must reserve your NGO’s name through the NGO Coordination Board. This step typically takes 1–2 days, and the approved name reservation is valid for a limited period, so it’s best to proceed with the full application promptly.
For faster approval, ensure your documentation meets all requirements and that your application checklist is complete before submission. Working with an experienced NGO registration consultant can also help you avoid common mistakes and unnecessary delays.
>Relevant Law & Regulatory Guidance for NGOs in Kenya
The registration and regulation of Non-Governmental Organizations (NGOs) in Kenya are governed by the Non-Governmental Organizations Coordination Act and the NGO Coordination Board Regulations. The NGO Coordination Board, accessible through the official eCitizen portal at ngoboard.ecitizen.go.ke, is responsible for overseeing compliance and approving applications.
To access the most up-to-date NGO registration forms — including Form 2 (Name Reservation) and Form 3 (NGO Registration) — visit the official NGO Coordination Board website.
For tax exemptions for NGOs in Kenya, the Kenya Revenue Authority (KRA) provides detailed guidelines on eligibility, application procedures, and ongoing tax compliance obligations for registered NGOs.
.Frequently asked questions (FAQ)
Q: Can I register an NGO online?
A: Yes — the NGO Board offers online services via the eCitizen portal where you can reserve names and initiate the application, though you may still be required to submit original signed documents.
Q: How many people are needed to start an NGO?
A: At minimum you need the three principal officers and at least two other board members (total five officials) to satisfy the Board’s signature and governance requirements.
Q: Are police clearances required?
A: Yes — Kenyan officials need a Certificate of Good Conduct and foreign officials must provide notarized police clearances from their country of origin (certificates should be recent — typically not older than six months).
Next steps & help
If you want a ready-to-file application, our team can:
- Review and finalize your constitution and minutes
- Prepare Form 1 & Form 3 and a compliant one-year budget
- Package all files for upload and liaise with the NGO Board