PVOC Program is a conformity assessment program applied to products at the respective exporting countries, to ensure their compliance with the applicable Kenyan Technical Regulations and Mandatory Standards or approved specifications.

Legal Basis of the PVoC Program

PVOC program was started on 29th September 2005 by KEBS, through the publication of Legal Notice No. 78 of 15th July, 2005 by the Minister for Trade and Industry. The program is also fully compliant with the provisions of Article 5 of WTO TBT Agreement.

Objectives of the program

• To ensure quality of products, health and safety, and environmental protection for consumers.
• To facilitate trade by ensuring that compliant goods are given expedited clearance at the port of entry.
• To safeguard the country from unfair trade practices and dumping of substandard goods by ensuring that imported products comply with the same requirements to which locally manufactured goods are subjected.
• To safeguard the country’s national security.
• To prevent deceptive trade practices.

Operations of the Program

• The program is operated by accredited third party inspections companies on behalf of KEBS.
•  The world is divided into nineteen (19) regions based on proximity and trade volumes. In addition, the program provides for multiple partners in majority of the regions to enhance efficiency.
• The basis of certification is Kenya standards or approved specifications.

Terms and Definition

• PVOC – Pre-Export Verification of Conformity to Standards
• COC – Certificate of Conformity
• COI – Certificate of Inspection
• COR- Certificate of Roadworthiness for Motor Vehicles
• NCR- Non conformity Report
• RFC- Request for Certification
• IDF- Import Declaration Form
• QMS- Quality Management System
• PVOC Partners – KEBS – Appointed Inspection and Certification Companies.
• PPB- Pharmacy and Poisons Board  PCPB- Pest Control Products Board
• CA- Communications Authority of Kenya
• KCAA- Kenya Civil Aviation Authority
• DVS- Department of Veterinary Services
• KEPHIS- Kenya Plant Health Inspectorate Service
• Mobile Equipment- refers to used trailers, bulldozers, agricultural tractors, excavators, graders, moveable cranes and off-road vehicles

PVOC Program is a conformity assessment program applied to products at the respective exporting countries, to ensure their compliance with the applicable Kenyan Technical Regulations and Mandatory Standards or approved specifications.

It was started on 29th September 2005 by KEBS, through the publication of Legal Notice 78 of 28^th April, 2020 by the Minister for Trade and Industry. The program is also fully compliant with the provisions of Article 5 of WTO TBT Agreement.

Click the Links below to Download the respective Documents:

1. Product Registration Application Form and Product Registration Guidelines
2. Procedure on handling of imports without certificate of conformity
3. Petroleum products inspection operation manual
4. Manufacturers Applications Form for PVOC Exemption
5. ISM APPLICATION FORM
6. REGISTRATION AS AN IMPORTER OF USED TEXTILES AND/OR USED SHOES APPLICATION FORM
7. Annex B-REVISED APPLICATION FORM
8. Destination Inspection Manual

1.0 PURPOSE

This procedure defines how PVOC exempted goods are handled at the Port of entry by KEBS.

2.0 SCOPE

This procedure applies to PVoC exempted goods imported through customs gazetted entry points in Kenya manned by KEBS.

3.0 TERMINOLOGY

3.1 Definition of terms used

For the purpose of this procedure the following terms shall be applied.

3.1.1 Pre- Export Verification of Conformity to Standards Programme (PVoC):

Is a conformity assessment procedure applied on goods destined to Kenya in the country of supply/ origin by KEBS appointed inspection agents to assess their compliance with applicable Kenya Standards or approved specification.

3.1.2 PVoC Exempted goods:
Are raw materials, machines and spares imported by registered local manufacturers; products certified by KEBS under the Diamond Mark of quality product certification and products waived by Government through the cabinet secretary Industry, Trade and cooperative Development.

3.1.3 Inspection:
Is examination of a product design, product, service, process or plant, and determination of their conformity with specific requirements or, on the basis of professional judgment, with general requirements.

3.1.4 Document Verification
Is the process of comparing two or more documents to ensure accuracy, correctness or truth of information.

3.1.5 Diamond Mark of Quality Permit
Is a Permit issued to manufacturers (or authorized representatives) of products meeting KEBS product certification scheme.

3.2 Abbreviations and acronyms

3.2.1 KEBS – Kenya Bureau of Standards

3.2.2 DI- QA & I– Director Quality Assurance and Inspection

3.2.3 HOD INS – Head of Department, Inspection

3.2.4 INS-O – Inspection Officer

3.2.5 OIC – Officer In-Charge of Port of Entry

3.2.6 CoC– Certificate of Compliance

3.2.7 KEBS CD- KEBS Consignment Document created in the National Single Window for cargo clearance

3.2.8 UCR- Unique Consignment Reference

3.2.9 KRA-DPC- Kenya Revenue Authority, Document Processing Centre.

4.0 REFERENCES

This procedure makes reference to the following documents, which form part of the KEBS QMS documentation

4.1 ISO 9001:2008, Quality Management Systems-requirements

4.2 ISO/IEC 17020:2012 Conformity assessment – Requirements for the operation of various types of bodies performing inspection

4.3 ISO/IEC 17000:2004 Conformity assessment – Vocabulary and general principles

4.4 The Standards Act Cap 496, Laws of Kenya

4.5 Legal Notice Number 78 of July 2005 CAP 496, Laws of Kenya

5.0 PRINCIPAL RESPONSIBILITIES

5.1 DI- QA& I – Shall be responsible for the authorization and administration of this procedure.

5.2 HOD INS – Shall be responsible for the implementation and maintenance of this procedure.

5.3 OIC – Shall be responsible for implementation of this procedure at his or her station.

6.0 PROCESS DETAILS

6.1 Registration of Manufacturers/ Diamond Mark Certified Goods.

6.1.1 Local manufacturers may apply in prescribed forms refer to Annex 1, to KEBS for authority to import raw materials, machines and spares without going through the PVoC programme.

6.1.2 KEBS shall review and issue PVoC exemption certificates to qualified manufacturers within 5 working days.

6.1.3 PVoC exemption certificates (refer to Annex 2) shall give descriptions as well the HS codes of products exempted from the PVoC programme. The certificate shall be valid for 12 months and may be renewed upon application.

6.1.4 KEBS shall maintain a register of products/ machines exempted from PVoC for each manufacturer.

6.1.5 KEBS shall maintain a register of Diamond Mark certified products.

6.2 Authorization to import goods for National project without going through PVoC

6.2.1 Contractors engaged by the Government of Kenya to execute National projects and importers of goods and vehicles deemed to be imported in the national interest may apply to the Cabinet Secretary for Industry, Trade and Cooperatives for waiver of PVoC requirements.

6.2.2 Application for waiver of PVOC requirements for goods being imported for national project/ interest shall be made through the Government Ministry under which the project/interest is resident.

6.2.3 The Ministry of Industry, Trade and Cooperatives shall issue letters waiving the PVoC requirements for goods that have been waived.

6.3 Clearance of PVoC exempted Goods at the Port of Destination in Kenya by KEBS

6.3.1 Clearing agent/ Importer shall be required to create KEBS CD.

6.3.2 Clearing agent/ Importer shall present PVoC exemption certificate or Waiver letter or Diamond Mark of Quality Permit and registered customs entry amongst other import documents to INS-O at the exemptions handling desk established at the port of entry for verification.

6.3.3 INS-O shall carry out document verification. Where ALL the goods/ items declared in registered customs entry are in the PVoC Exemption certificate or Waiver letter or Diamond Mark Permit, the INS-O shall forward the report to OIC recommending issuance CoC within 1 hour of verification.

6.3.4 The HOD-INS or his designate shall then approve issuance of CoC and uploading of CoC data for consignments consisting of 100% PVoC exempted goods to the National Single window (UCR link) within 4 hours of verification.

6.3.5 KRA -DPC officers shall access to the local CoC data from the UCR link in the National Single window and pass customs entry for consignments whose CoC data are available in the link.

6.3.6 Where one or more products/ items declared in the registered customs entry are NOT found in the PVoC Exemption Certificate or Waiver letter or Diamond mark Permit, the INS-O shall raise demand note for payment of applicable inspection fees for the non- PVoC exempted goods by the clearing agent/ Importer.

6.3.7 Upon proof of payment of inspection fees as per clause 6.3.6, the INS-O shall conduct quality inspection on the non- PVOC exempted goods jointly with Customs officers and forward inspection report to OIC for review.

6.3.8 The OIC shall review INS-O report and where it is established that the non-PVOC exempted goods comply with the requirements of the relevant Kenya Standards or approved specification, recommend to HOD- INS issuance of CoC for the consignment.

6.3.9 The HOD-INS or his designate shall approve issuance of CoC and uploading of CoC data for the consignment to the National Single window (UCR link) to facilitate passing of registered customs entry by KRA-DPC officers as per clause 6.3.4 above.

ANNEXES
Annex 1: Application form for manufacturers

Annex 2: PVoC Exemption Certificate

Download The PDF Version by clicking on link below

Inspection procedure for handling PVoC exempted goods

Importers

Ensure their suppliers are conversant with import quality requirements specified in relevant Kenya Standards or approved specifications and that their consignments are accompanied with a Certificate of Conformity (CoC) from the appointed PVoC Agents.

Exporters

Ensure their products or goods meet the regulations and quality requirements of Kenya before shipment by carrying out tests based on relevant Kenya Standards or approved specifications and/or obtaining the necessary Certificate of Conformity (CoC) from the appointed PVoC Agents for all products subject to the PVoC program.