how to register an ngo in zambia – Starting an NGO in Zambia is a rewarding and fulfilling experience. But before you can get started on your philanthropic journey, you need to deal with the administrative side of things. One of these issues is registering your NGO with the Department of Registrar for Non-governmental Organisations. This article will guide you through the process of registering your NGO in Zambia, providing you with all the necessary information and resources to help you get started.
The registration of all Non-Governmental Organizations (NGOs) in Zambia is mandatory. The Law of Non-governmental Organizations Act No. 16 of 2009 mandates the registration of all nonprofits in accordance with the act. Read More about What business can you start with k500 in Zambia
Registrar of Non-Governmental Organizations
The Ministry of Community Development and Mother and Child Health houses the Registrar of Non-governmental Organizations.
They’re in Lusaka’s ministry headquarters and provincial capitals’ District Community Health Offices.
Step 1: Reserve the NGO Name
Name reservation is the first step in the registration process. This ensures that no one else is already using your NGO’s name and prevents other people from using it in the future. You can reserve your name for 60 days, so make sure to register your NGO within this period, or you will have to start the process from scratch. This step will cost you ZMW50.00.
Step 2: Form a Team
If you don’t already have a team in place, this is the step to take after reserving your NGO’s name. Assembling a board of directors or administrators (called office bearers) is crucial for the registration process and the overall success of your NGO. You need a minimum of five office bearers.
Step 3: Prepare Your Constitution
After reserving the name of your NGO, you must draft a constitution. This document outlines your organization’s structure, rules, and regulations. Your constitution must include the following sections:
- Name of your organization
- Postal/Physical Address
- Office Bearers
- Duties of Office Bearers
- Terms of Office Bearers
- Termination of membership
- Amendments to constitution
- Disposal of assets upon dissolution
You will need to submit two signed copies of your constitution.
Step 4: Write an Application Letter
An application letter must be written, addressed to the Office of the Registrar, and indicate the objectives of your organization. See how to apply for Zesco Job.
Step 5: Get a Letter of Recommendation from a Line Ministry
Get a letter of support from the relevant ministry to which your NGO will report. Pay a visit to the ministry office in the city or town where your non-governmental organization is based.
Step 6: Submit Your Application
Once all the necessary documents are prepared, submit your application to the Department of the Registrar of NGOs. The required documents include:
- Application letter
- Two applications for registration forms provided by the Department of the Registrar of NGOs
- Two signed copies of your NGO’s constitution
- Certified identification and phone numbers of your office bearers (two copies of each)
- Fingerprint certificates for all bearers and members listed, cleared by Zambia Police (costs ZMW50.00 for each)
- Clearance letters from the Registrar of Societies, Patent and Companies Registration Agency (PACRA) if the organization is registered under the societies act
- Name reservation certificate (valid for 60 days)
- Recommendation letter from the line ministry
- Proof of payment of the application fee (ZMW1,008)
Step 7: Certification
After your application is approved, you will receive a certificate with a registration number. This certificate is issued within three months of submitting all the required documents. It is advised to create a schedule with deadlines to ensure a smooth registration process.
Registering your NGO in Zambia may seem like a daunting task, but by following these steps and utilizing the resources provided, you will be well on your way to making a positive impact in your community. Good luck on your journey, and we look forward to seeing the amazing work your NGO will accomplish.
Where can I register my NGO in Zambia?
How do I start a nonprofit organization in Zambia?
- Identify your cause and mission: Determine the cause you want to support and develop a clear mission statement for your NGO. This will guide your company’s goals.
- Reserve your NGO name to prevent others from using it. This reservation is valid for 60 days, and the process costs ZMW50.00.
- Form a team: Assemble a board of directors or administrators, known as office bearers. You will need a minimum of five office bearers to register your NGO.
- Prepare a constitution: Draft a constitution outlining your organization’s structure, rules, and regulations. The constitution must include specific sections such as name, address, objectives, office bearers, membership, and more.
- Write an application letter: Address the letter to the Office of the Registrar and indicate the objectives of your organization. See How to Write Application Letter in Zambia
- Get a recommendation letter: Obtain a recommendation letter from the line ministry under which your NGO will operate. Visit the local ministry office in the town where your NGO is based.
- Submit your application: Compile all the necessary documents and submit them to the Department of the Registrar of NGOs. These documents include the application letter, registration forms, constitution, certified identification of office bearers, fingerprint certificates, clearance letters (if applicable), name reservation certificate, recommendation letter, and proof of payment of the application fee (ZMW1,008).
- Obtain certification: Once your application is approved, you will receive a certificate with a registration number, which is usually issued within three months of submitting the required documents.
- Get your organization’s finances and infrastructure set up by opening a bank account, putting in place a system for managing money, and developing a plan for running the organization.
- Create a plan of action and a strategy for raising money: Make a plan outlining your nonprofit’s long-term vision and short-term objectives, as well as how you intend to raise money.
- Create alliances: work together with other nonprofits, governmental entities, and local groups to pool your resources.
- Get moving on initiatives and plans that will help you achieve your organization’s stated objectives.
In Zambia, you can start a nonprofit organization if you follow these steps and follow the rules for registration.
How do I register an association in Zambia?
Zambian associations are registered like NGOs. The Societies Act registers Zambian associations. Summary of association registration steps:
- Choose a name for your association: Select an appropriate name that reflects the purpose and objectives of your association.
- Reserve the name: Reserve your chosen name at the Registrar of Societies office to ensure no one else is using it and to prevent others from using it in the future. The name reservation is valid for 60 days.
- Draft a constitution: Prepare a constitution for your association that outlines its structure, rules, and regulations. The constitution should include sections such as name, address, objectives, membership, office bearers, and more.
- Form a committee: Assemble a committee or board of directors who will govern the association. You will need a minimum of five office bearers, including a chairperson, vice-chairperson, treasurer, and secretary.
- Prepare the necessary documents: Compile the required documents for registration, including the application form, two copies of the constitution (signed by office bearers), and a list of office bearers with their contact details.
- Submit the application: Submit the application and required documents to the Registrar of Societies, along with the applicable registration fees. The fees may vary, so it’s essential to check with the Registrar of Societies for the current fee structure.
- Obtain the Certificate of Registration: If your application is approved, you will receive a Certificate of Registration for your association. This process may take several weeks to months, depending on the complexity of your application and the workload of the Registrar of Societies.
Once your association is registered, you can start conducting activities, programs, and projects in line with your objectives. Make sure to comply with any reporting requirements and adhere to the rules and regulations outlined in the Societies Act.
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