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STANDARD OPERATING PROCEDURE

ISSUANCE OF EXPORT/ IMPORT PERMIT &

CLEARANCE CERTIFICATE FOR DAIRY PRODUCTS

GRACE KIMANI & RACHEL GATEI

19/8/2014

The purpose of this document is to present the Standard Operating Procedures (SOP) for the above mentioned Procedures
facilitated through the Kenya Electronic Single Window System (KESWS )

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INTRODUCTION

Purpose of Document

The purpose of this document is to present the Standard Operating Procedures (SOP) for the following

Procedures facilitated through the Kenya Electronic Single Window System (KESWS). These include:

i. Application and approval of consignment based export and import permits

ii. Application of clearance certificate for consignment based imports

The SOP defines the interaction of above mentioned Kenya Electronic Single Window System (KESWS)

processes with other stakeholders involved in trade facilitation.

Once signed-off and approved, the SOPs will serve as a roadmap to assist stakeholders in the use of

KESWS. The document should be easily accessible to the users who interact with KESWS or the

Stakeholders systems one way or the other. The SOP should be used in conjunction with the KESWS

user guide that provides specific details regarding use of the KESWS.

It is important for stakeholders to highlight within the SOP their internal procedures (manual or

automated) that have changed as a result of the entry into operation of the KESWS.

Terminology used in this SOP:

Process is a set of activities designed to accomplish a specific objective relevant to trade and logistics

procedures. A process takes one or more inputs and turns them into outputs. Processes will be

elaborated graphically through swim-lane diagrams wherein the roles and responsibilities of

different organizations will be depicted.

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Process Mapping Symbols

Process Diagram Symbol Meaning

An activity within a process

Process Start and End

Decision

Single document or Product

Multiple documents or products

Electronic Data

Direction of Process flow

Table 1: Process Mapping Symbols

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SOP Number: Title: PROCEDURE FOR ISSUANCE OF CONSIGNMENT BASED EXPORT PERMIT

Revision No: Effective Date: 20/8/ 2014

Issued By: TRADE FACILITATION MANAGER Date 20/8/ 2014
Approved By: Kenya Dairy Board Date:

A. OVERVIEW:
The export permit is a document issued after compliance with Dairy Industry Act Cap 336 of the
laws of Kenya. The Export permit is issued to exporters of dairy products through KESWS.
The changes due to use of KESWS include:
 Application will be through KESWS.
 Checking officer updates approval status for payment to be made.
 Payment shall be made on the payment Gateway.
 The exporter and can view and print the final approved permit
 Verification officer makes final approval permit.

B. SCOPE OF PROCEDURE:
The procedure applies to a specific consignment that has met all prerequisite requirements meant
for export of dairy products.

C. RESPONSIBILITIES:
C.1 Kenya Dairy Board is responsible for processing the application and issuing the permit

C.2 KESWS through Kentrade is responsible for relaying the application information to
different players
C.3 Exporter/Clearing Agent is responsible for initiating the application process through
KESWS

D. REQUIREMENTS
Before processing the export permits the following documents will be required:
 Invoice, profoma invoice
 Authority letter to import to particular country
 Pre-shipment analysis where applicable
 Directorate of Veterinary –International export certificate of health
 Proof of payment of fees as described

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E. DEFINITIONS

KDB–Kenya Dairy Board

DVS- Directorate of Veterinary Services
EP- Export Permits
CD-Consignment Document
CA- Clearing Agent
UCR-Unique Consignment Reference
IHC-International Health Certificate
FOB-Full on Board
KESWS- Kenya Electronic Single Window System
XML- Extensible Mark-up Language

F. PROCEDURE:
F.1 Trader expresses intention to Export
F.2 Kenya Dairy Board opts in Exporter on fulfilments of requirements.
F.3 Exporter logs in to KESWS and using UCR generated for Export Declaration submits
CD application for approval.
F.4 .Customer generates an E-slip and makes payment for processing fee Ksh. 1600.
F.5 Checking officer is able to view submitted application and examines documents
submitted and makes approval and flags it for verification.
F.6 The verification examines the documents and Approves.
F.7 Customer is alerted of Approved Permit.

G. STEPS
The steps below describe export permit application and approval process available in the KESWS
user guide

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G.1 Apply for Export Permit for Dairy Products

The applicant (exporter or clearing agent) login to the KESWS OGA system. Applicant then selects
Kenya Dairy Board. The KESWS decision tree can also be used as entry point for the application.

G.2 Submit Consignment Request

Using UCR generated for Export Declaration and for DVS-IHC Applicant fills all other details and
submits the CD..

G.3 Risk Assessment

System will trigger the risk assessment of the permit based on the profiles setup by the OGA. The
approval is then routed to the CO of Kenya Dairy Board along with risk assessment outcome.

G.4 Payment
The Exporter/CA will get the alert notification for payment of processing fee and makes the payment
through the Payment Gateway.

G.5 Checking of Application

The checking officer receives the application and recommends for verification

G.6 Validation of application

Once the payment is confirmed, and documents checked, Verification officer makes final approval
and permit notification is sent to client. Exporter can view and print the final approved permit.

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SOP Number: Title: Procedure for Import Permit issuance for Dairy Products

Revision No: Effective Date: 20/8/2014

Issued By: TRADE FACILITATION MANAGER Date: 20/8/2014
Approved By: Kenya Dairy Board Date:

A. OVERVIEW
The import permit is a document issued after compliance with Dairy Industry Act Cap 336 of the
laws of Kenya. The Import permit is issued to importers of dairy products through KESWS.
The changes due to use of KESWS include:
 Application will be through KESWS.
 Checking officer updates approval status for payment to be made.
 Payment shall be made on the payment Gateway.
 Verification officer checks documentation and flags for clearance process after approving
permit
The importer can view and print export the final approved permit.
The changes due to use of KESWS include:
 Checking officer fills verification form and updates KESWS

B. SCOPE OF PROCEDURE:
The procedure applies to all import consignments as provided in the Dairy Industry Act Cap 336
of the Laws of Kenya before they are released.

C. RESPONSIBILITIES:
Kenya Dairy Board is responsible for processing the application
KESWS is responsible for relaying the application information to different players
EXIM is responsible for initiating the application process through KESWS

D. REQUIREMENTS
The following documents will be required:
 Pre shipment analysis
 Certificate of quality from country of origin
 Certificate of No Objection
 Invoice

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 Approved IDF

E. DEFINITIONS

IP - Import Permit
CA- Clearing agent
KDB–Kenya Dairy Board
UCR- Unique Consignment Reference
DVS- Directorate of Veterinary Services
KESWS- Kenya Electronic Single Window System
XML- Extensible Mark-up Language

F. PROCEDURE
F.1 Trader expresses intention to 1mport
F.2 Kenya Dairy Board opts in 1mporter on fulfilments of requirements.
F.3 1mporter logs in to KESWS and using UCR generated for 1mport Declaration
submits CD application for approval.
F.4 .Customer generates an E-slip and makes payment for processing fee Ksh. 1600.
F.5 Checking officer is able to view submitted application and examines documents
submitted and makes approval and flags it for verification.
F.6 The verification examines the documents and Approves.
F.7 Customer is alerted of Approved Permit.

G. STEPS
The steps below describe Import permit procedure and approval process in the KESWS guide

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G.1 Apply for Import Permit for Dairy Products

The applicant (importer or clearing agent) login to the KESWS OGA system. Applicant then selects
Kenya Dairy Board.

G.2 Submit Consignment Request

Using UCR generated for Import Declaration and for DVS-CNO Applicant fills all other details and
submits the CD..

G.3 Risk Assessment

System will trigger the risk assessment of the permit based on the profiles setup by the OGA. The
approval is then routed to the CO of Kenya Dairy Board along with risk assessment outcome.

G.4 Payment
The Importer/CA will get the alert notification for payment of processing fee and makes the payment
through the Payment Gateway.

G.5 Checking of Application

The checking officer receives the application and recommends for verification

G.6 Validation of application

Once the payment is confirmed, and documents checked, Verification officer makes final approval
and permit notification is sent to client. Importer can view and print the final approved permit.

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SOP Number: Title: Procedure for Import Clearance Certificate

Revision No: Effective Date: 20/8/2014

Issued By: TRADE FACILITATION MANAGER Date: 20/8/2014
Approved By: Kenya Dairy Board Date:

A. OVERVIEW
The import clearance certificate is a document issued after compliance with Dairy Industry Act
Cap 336 of the laws of Kenya. The Import clearance certificate is issued to importers of dairy
products through KESWS.
The changes due to use of KESWS include:
 Application will be through KESWS.
 Checking officer updates approval status for payment to be made.
 Payment shall be made on the payment Gateway.
The importer can view and print the final approved permit.
The changes due to use of KESWS include:
 Checking officer fills verification form and updates KESWS

B. SCOPE OF PROCEDURE:
The procedure applies to all import consignments as provided in the Dairy Industry Act Cap 336 of
the Laws of Kenya before they are released. . If articles are suspected to violate provisions of the act,
they are seized, samples drawn and sent to public analyst. Based on results, articles are released and a
certificate of clearance is issued if they are compliant. The importer or agent consents for destruction
of non-compliant articles.

C. RESPONSIBILITIES:
Kenya Dairy Board is responsible for processing the application
Kentrade is responsible for relaying the application information to different players
EXIM is responsible for initiating the application process through KESWS

D. REQUIREMENTS
The following documents will be required:
 Approved Import permit

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E. DEFINITIONS

IP - Import Permit
CA- Clearing agent
KDB–Kenya Dairy Board
UCR – Unique Consignment Reference
DVS- Directorate of Veterinary Services
KESWS- Kenya Electronic Single Window System
XML- Extensible Mark-up Language

F. PROCEDURE
M.1Trader expresses intention to get Import clearance
M.2 Importer logs in to KESWS using UCR created during import permit application and submits
application for clearance.
M.3 Verification officer views submitted request and recommends payment of 7 percent CIF duty
where applicable.
M.4 Notification sent to Trader to make payment
M.4 Trader generates E-slip and makes payment.
M.5 Verification officer makes approval and flags for inspection.
M.6 Inspection officer Inspects consignment and makes recommendation for release of cargo.

G. STEPS
The steps below describe Import permit procedure and approval process in the KESWS user
guide

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G.1 Apply for import Clearance Certificate

The applicant (importer or clearing agent) login to the KESWS system using the UCR created
during the import permit process. Applicant then selects Kenya Dairy Board.

G.2 Submit Consignment Request

Applicant using the approved Import Permit UCR applies for CD and clones CD of Import
Permit and submits .

G.3 Risk Assessment

System will trigger the risk assessment of the consignment based on the profiles setup by the
OGA. The application is then routed to the Verification Officer of Kenya Dairy Board along with
risk assessment outcome.

G.4 Checking of Application

The checking officer receives the application and verifies the attached documents and
recommends payment of 7 % CIF Levy.

G.5 Validation of application

Subject to payment, the verification officer gives an approval and recommends for inspection.

G.6 Inspection of Consignment

The Kenya Dairy Board Inspection Officer approves the consignment if it meets all requirements
as stipulated in the Dairy Industry Act Cap 336 Imports and Exports Regulations, 2004.

G.6 Approval of consignment

The consignment is approved once inspection is approved .The Import Clearance certificate is
issued and the consignment is released.

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