Do you often find yourself concerned about the livelihoods of people in your community? Perhaps you've experienced or witnessed a challenge in society that you wish no one else had to face. Maybe you're an advocate for better policies in areas such as law, governance, election participation, sexual and reproductive rights, or gender-based violence. You might also be passionate about environmental issues, climate change, health and sanitation, or the quality of education. One way to channel your passion is by opening a Non-Profit or Non-Governmental Organization (NGO).
For instance, Mr. Friday Chikwala, a Zambian based in Japan, faced difficulties deciding what to study after secondary school. Not wanting other youths to face similar struggles, he founded Pendo Initiative, a Non-Profit that operates in Kenya and is expanding into Zambia. His organisation focuses on career guidance and moral support for high schoolers. Similarly, Ms Wendy Musonda, passionate about helping children, contributes to several organisations and formed her own Non-Profit, Expanding Ambitions, which is a non profit that looks after the welfare of children and young people with disabilities and special needs.
If you’ve considered starting an NGO, or
if you already have one but haven’t registered it, here’s a detailed process
for registering an NGO in Zambia, including how to renew registration and seek
partnerships.
What is a Non-Governmental Organisation?
Under the Non-Governmental Organisations
Act No.16 of 2009, an NGO is defined as “a private voluntary grouping of
individuals or associations, whether corporate or unincorporated, not
established or operated for profit, partisan politics, or any commercial purposes,
and organized for the promotion of civic education, advocacy, human rights,
social welfare, development, charity, research, or other activities or programs
for the public’s benefit.”
Step-by-Step Process to Register an NGO in Zambia
1. Apply to the Registrar
The first step is to apply to the Registrar's office in charge of NGOs at the Ministry of Community Development and Social Services. Here's how:
- Reserve the name of your Non-Profit organisation. Keep the name reservation letter in duplicate.
- Write an application letter for registration addressed to the Office of the Registrar, outlining the objectives of your organization. International organizations should include the head office’s certificate of registration and constitution/articles.
- Obtain Form 1 (Application for Registration) from the Registrar’s office after paying the registration fee (K840 as of 2023). Submit the form in duplicate.
- Submit two signed copies of your organisation's constitution, listing at least five office bearers.
- Provide certified copies of identity documents (National Registration Cards or Passports) for all office bearers. For non-Zambians, include immigration permits.
- Submit police clearance for all office bearers. Cleared fingerprints must also be provided (in duplicate).
- Attach a recommendation letter from the relevant government ministry (e.g., the Ministry of Education if your NGO is focused on education).
- If the organization is already registered under the Societies Act, provide a clearance letter from the Registrar of Societies. If it is being registered for the first time, this step is not required.
- Attach proof of payment for registration.
You may also need to submit your
organization’s profile, a needs assessment, and any other documents requested
by the Registrar’s office. Once everything is approved, you will receive a
certificate, and your NGO will be legally recognized.
Steps for Renewal of NGO Registration
NGO certificates must be renewed every five years, in line with Section 14 of the NGO Act No. 16 of 2009. To renew your certificate, apply at least three months before the expiry date using Form 5.
The following documents are required in duplicate:
- Application letter for renewal addressed to the Registrar
- Proof of payment for the renewal of the certificate
- Proof of payment for annual returns
- A summary report of activities from the past five years
- Signed copies of the organization’s constitution
- A list of office bearers with their details (e.g., name, nationality, position, contact information, and date of appointment)
- For new office bearers, identity documents and police clearance must also be submitted.
Areas for Improvement in the Registration Process
Although the process of registering an NGO in Zambia is generally straightforward, there are areas where it could be improved:
1. Police Clearance: The fees for police clearance are inconsistent across different stations, and not all stations offer clearance services, making this step costly and time-consuming. A recommendation is to standardize fees and improve accessibility.
2. Recommendation Letters: Obtaining a recommendation letter from the relevant government ministry can sometimes be delayed due to the high workload of ministry offices. Streamlining this process could help expedite NGO registration.
This guide covers the registration
process, but once your NGO is registered, there are other key steps to
consider, such as defining your focus area, finding partners, and building
collaborations. Stay tuned for more articles and a YouTube video on these
topics. Subscribe to my channel, Emmanuel Mwangaila, for more insights and
life-changing content.
Need help with NGO registration? Contact me at emwangaila@gmail.com or message me on Instagram at @emmanuelmwangaila.