The number of Non-Governmental Organizations has drastically increased in Zambia today. While a lot will accredit this to the ongoing insurgency in the country and the injection of international organizations, some believe it is as a result of the country’s dire need to reach out to more people for various reasons.
In this post, we will take a look at how much it costs to register an NGO in Zambia today. We will also take a look at the step by step procedure for registering an NGO in Zambia.
How Much Does It Cost to Register an NGO in Zambia?
NGO is becoming a fast trend in Zambia in recent times. While there is no exact amount required for registering one, as the eventual amount to be paid differ on a case by case basis, registering an NGO in the right way costs between KW120, 000 and KW200, 000. The variation in the price highlighted here depends on the kind of NGO you want to register, amounts charged by lawyers that would assist with the process and other basic charges.
Documents Required for Registering NGO in Zambia
The process for registering an NGO in Zambia is not a tedious one. In fact, provided you have the required documents, you shouldn’t have a problem. This section takes a look at the core documents you should have before initiating the registration process. Please note that these documents are very important for a smoother process and should be made available when requested for.
- A formal letter of application
- Two (2) copies of the Applicant’s constitution
- Two (2) copies of the application form signed by the Chairman and Secretary of the body or association
- Extract of the Minutes of the general meeting appointing the trustees, listing all members present and the voting pattern.
- Two (2) Passport photographs of the Trustees
- Residential Addresses and Signature of the Trustees on the Application form.
- Trust declaration form duly deposed to by each trustee in the High Court of Zambia
- Evidence of property acquisition for the organization or undertaking in lieu of property acquisition.
- The impression of the common seal of the association on the Application form.
- Extract of the Minutes of the meeting where the special clause rule was adopted into the constitution of the organization; signed by Secretary and Chairman.
- Original Newspaper publication
- Bank draft for the prescribed fee.
Procedure for Registering an NGO in Zambia
Setting up and NGO in Zambia is not the most daunting of tasks. While the process might be quite confusing for those that are new to it, it usually doesn’t pose any serious issue for those already used to it. To ensure you don’t have so many issues around the processes, you can follow the step by step procedures below.
Get your plan in Place – This should be the very first thing you do when you want to register an NGO in Zambia. This process is about you and our proposed organization. In simplest terms, state your potential organization’s mission and purpose. You should clearly state the activities the organization will be involved in and a way to go.
Pick a Name for Your NGO – The simplest of the processes? – Think again. Here, you need to pick a potential name for the organization. There are loads of names you can give your potential NGO. However, ensure the name narrates the mission of the NGO. You shouldn’t give a random name that does not correlate with the vision and mission of your NGO. It is also important you pick more than one name as some of the names could have been picked by similar NGO.
Appoint Required Personnel – Trustees – This is one core aspect of the process. Select someone qualified to be appointed a Trustee. The trustee must not be less than 18 years of age and must never have been convicted of an offence.
Time to Involve an Accredited Solicitor – The next process is to consult a solicitor. A solicitor will help conduct pre and post-incorporation matters in the most official and legal of ways. The Solicitor will help you in the best way possible to conduct a name availability search. This is one of the most important steps to take as it tells you whether the name you have selected is available and can be used. If not available, he will be advised to pick another name and he checks again. If available, he will help you select the name and reserve it till the process is completed. It should be noted that name availability check and registration can be achieved within 48 hours by a CAC qualified Solicitor.
Publication of Notices – After the name reservation process, the solicitor you have chosen will ensure he publishes in three national dailies, one of which should be a local newspaper that circulates in the area your new NGO will be based.
Draft a Constitution – The next main step is to draft the organization’s constitution. While this process is main done by the Solicitor, the owner of the NGO should be there to add one or two things, or subtract, from the constitution. The constitution should include the organization’s aim and objective, names of members of the Board of Trustees, statement of purpose and so on.
Documentation of all Incorporation Documents – Here, your solicitor will compile all necessary documents which must include a well completed application form, letter of application, confirmation of newspaper publications, copies of the organization’s constitution and so on. The list of required documentations are already stated in the previous section.
Submission and Filing of Documents – After compiling all the required documents, your Solicitor then goes on to file all the documents with the Corporate Affairs Commission for the incorporation of the organization.
Collection of the NGO Certificate of Incorporation – When all these are done, The Corporate Affairs Commission then issue the certificate of incorporation to the organization through the solicitor. Once this is done, you can then go on to open an official account for your organization.