Moving to Kenya as a diplomat presents an exciting opportunity to experience the country’s beautiful natural scenery, stunning wildlife, rich cultural heritage, and bustling cities and towns. Whether you’re a career diplomat or a newcomer to the world of international relations, living and working in East Africa’s primary trade and investment hub requires cultural curiosity and adaptability.
Kenya serves as a vibrant professional hub in East Africa, acting as a gateway for regional trade while actively fostering global partnerships to support economic and social growth. The nation’s professional environment is characterized by regional leadership in climate action and technology, alongside key international collaborations, particularly in energy, infrastructure, finance, and green initiatives.
As you plan to relocate to Kenya, it’s essential to understand the country’s laws and regulations, and the specific privileges and immunities afforded to the diplomatic community as per the Vienna Convention on Diplomatic Relations. Preparing early will help you avoid delays and other costly inconveniences when shipping your household goods and personal effects, including your motor vehicle.
Here’s a few key aspects to consider when relocating to Kenya as a diplomat:
1. Diplomats Moving to Kenya Must be Accredited by the Ministry of Foreign Affairs
Before you can perform any official duties in Kenya, the Ministry of Foreign and Diaspora Affairs must formally recognize your status and authority as a foreign diplomat.
Your organization, ministry of foreign affairs, or country of origin must first notify Kenya about your appointment. While, typically, a copy of your contract or letter of offer will do, a verbal note may also be necessary in lieu of an invitation letter. After Kenya receives your name, rank, date of arrival, and copy of passport, an agreement letter is then drafted and sent to the sending state or organization.
This agreement letter confirms the acceptance of the diplomat and grants him or her diplomatic privileges and immunities in Kenya. The letter must be attached with the Courtesy Visa application.
2. Diplomats Require an Electronic Travel Authorization to Enter Kenya
Kenya issues diplomatic, official, and service passport holders coming to Kenya on official duties an electronic travel authorization (ETA) or courtesy visa (e-visa) free of charge.
The Director General of Immigration Services may also grant an ordinary passport holder the e-visa on the grounds of international courtesy.
To apply for the e-visa, you must:
- Be a holder of a diplomatic, official, or service passport
- Possess a valid travel document not less than six months
- Hold an official letter from your country of origin, organization, or foreign affairs
- Upload a clear, passport-size color photograph taken with the past 6 months
- Upload a scanned clear picture of your passport biodata page
Once documentation is submitted, your application is processed within 2 to 14 working days, depending on your visa application country. An approval email will be sent with a link to download your e-Visa, which you can print out and present along with your passport at the port of entry.
3. Diplomats Require a KRA PIN to Ship Personal Effects to Kenya
Once the Kenyan Ministry of Foreign and Diaspora Affairs confirms your accreditation, you will need to apply for a KRA PIN. The unique taxpayer identification number from the Kenya Revenue Authority is essential for benefits and services such as:
- Customs clearance
- Tax waivers and exemptions
- Opening local bank accounts
- Vehicle registration
- Utility connections
You may apply for a KRA PIN through an authorized tax agent or via the iTax portal with your diplomatic passport number and official email address. An acknowledgment receipt and a PIN certificate will be sent to the email upon successful registration.
Immigration experts recommend consulting your protocol office to establish their preferred method for processing KRA PINs for diplomats via the Kenya Revenue Authority.
4. Certain Documents are Necessary for Duty Exemptions on Household Goods and Personal Effects
The incoming diplomat’s protocol office processes the PRO-1B through the Ministry of Foreign and Diaspora Affairs to grant duty-clearance for their personal effects. The approved PRO-1B also exempts diplomatic shipments from physical inspection by Customs. However, diplomats are still NOT allowed to bring prohibited items such as explosives, narcotics, pornography, and game trophies.
It’s advisable to consult with experienced international moving experts to understand how to go about importing certain restricted items such as firearms while avoiding the prohibited ones. Because navigating the various forms and processes can get tedious, having a team of such experts guide you through correctly declaring your goods will ease the stress of your move.
Kenya does not consider alcoholic beverages as household goods and personal effects. Diplomats who wish to import alcohol duty-free must fill out the PRO-1A tax waiver. The form PRO-1A is also processed by the diplomat’s protocol office through the Ministry of Foreign and Diaspora Affairs and must be approved to grant duty waivers.
Other key documents required by diplomats moving to Kenya include:
- Detailed packing list
- Valued and detailed inventory
- Air Waybill (AWB) / Sea Waybill (SWB)
- KRA PIN certificate
- Passport copy (profile page with the Kenya entry stamps)
These documents prove that you’re in Kenya legally and are entitled to diplomatic exemptions.
While navigating these forms and processes can feel overwhelming, having a team of professional moving experts guide you through correctly declaring your goods will take a load off your back.
5. Diplomats Can Import Up to 2 Motor Vehicles Duty-Free
Kenya grants diplomats a single waiver for the duty-free importation of one vehicle. However, as a diplomat, it’s possible to get a waiver for your spouse’s or dependent’s car. You will need to liaise with your protocol officer for further clarification of your eligibility.
You must present the following documents to import your vehicle duty-free:
- PRO 1B
- KRA PIN
- Ex-logbook
- Commercial invoice (if new)
- Certificate of Roadworthiness
- Bill of Lading (BL) or Air Waybill (AWB)
- Certificate of ownership / Vehicle registration certificate
- Police / Interpol report from country of origin
Quality Inspection Services Japan (QISJ) is Kenya’s preferred issuer of the certificate of roadworthiness or inspection certificate. This certificate is also known as the KEBS Pre-Shipment Certificate of Roadworthiness or Certificate of Conformity.
If QISJ isn’t in your country of origin, the vehicle will be subjected to a local inspection upon arrival. The local inspection is done at the cost of 0.65% of the car’s value, or US$265, whichever is higher.
6. Duty-Free Vehicle Imports Must Meet Certain Conditions
In addition to the documents required when relocating to Kenya with your car as a diplomat, certain conditions must be met. You must ensure the vehicle you’re importing is:
- A right-hand drive vehicle
- Less than eight years old from the date it was first registered
- Not a bus or minibus whose seating capacity is more than 13 passengers
Remember, Kenya forbids diplomats from ordering or purchasing duty-free items, cars included, for unprivileged staff or members of the public. Therefore, you can’t just sell off your vehicle after importing it duty-free. Instead, you’ll need to obtain permission from the Ministry of Foreign and Diaspora affairs.
A duly approved PRO-1C is required to complete this motor vehicle transfer, when selling to a fellow diplomat. Your buyer will be required to process a form PRO-1B.
However, if you sell your car to a non-diplomat, the applicable import duty and taxes on the vehicle are payable, as well as any other fees required for registration and licensing.
7. You Must Register Your Vehicle with the NTSA
You must register your duty-free vehicle on the National Transport and Safety Authority (NTSA) Transport Integrated Management System (TIMS) [NTSA-TIMS] platform upon importation.
To register, you will need:
- Diplomatic ID card
- KRA PIN
- Personal phone number
Upon successful registration, the NTSA assigns your vehicle a registration certificate (or logbook) and diplomatic plate numbers.
At this point, it’s recommended to coordinate with your protocol office since they are responsible for submitting written requests to the Ministry of Foreign and Diaspora Affairs for the issuance of diplomatic plates. You may also consult for advice on approved or preferred vehicle insurance cover providers, and on selling your vehicle at the end of your stay.
8. Diplomats Moving to Kenya Qualify for Duty and VAT Exemptions
Diplomats qualify for various privileges and exemptions based on various laws outlined by the Kenya Revenue Authority.
The table below illustrates the taxes diplomats are exempted from paying and the legislation that supports the exemption.
| Tax/Duty | Supporting Legislation |
| Import duty | East African Community Customs Management Act, 2004 (EACCMA) |
| Excise duty | Excise Duty Act, 2015 |
| Value Added Tax (VAT) | VAT Act, 2013 |
| Import Declaration Fees (IDF) | Miscellaneous Fees and Levies Act, 2016 |
| Railway Development Levy (RDF) | Miscellaneous Fees and Levies Act, 2016 |
The duty exemption privileges granted to diplomats shipping their household goods must be utilized within three months of arriving in Kenya, or six months if importing a motor vehicle.
It’s worth noting that these privileges aren’t applicable if the diplomat has previously been granted an exemption on diplomatic grounds.
9. Shipping Documents Must be Presented 15 Days Before Your Goods Arrive
Your licensed Customs clearing agent must have all shipping documents at hand at least 15 days before the arrival of your household goods and personal effects. This allows sufficient time for your duty-free exemption certificate to be processed in the Integrated Customs Management System (iCMS) before the goods can be released.
For motor vehicle imports, all shipment documentation must be sent to your local agent or moving company at least one month before the car arrives. This will significantly minimize the chances of incurring demurrage or storage charges.
The Customs clearance process can take between 3 to 5 working days. However, consult an experienced international mover for realistic estimates on how long shipping will take via specific ports from your country of origin.
Best International Movers to Kenya for Diplomats: Nellions Moving and Relocations Company
Planning a diplomatic move to Kenya involves various tasks which can get overwhelming, from getting your visa/permits in order, lodging Customs clearance documents, to sometimes even preparing your house for sale in your home country.
Nellions brings 12+ years of experience and expertise in relocating diplomats to and from Kenya, offering services such as packing and shipping, customs clearance, and door-to-door delivery of your household goods and personal effects. We also unpack and set you up in your new home with post-move services such as furniture installation and secure storage, depending on your needs.
Get in touch with us today and let us handle your diplomatic move to Kenya.
Call us on +254700000002 or email move@nellions.co.ke for a free moving quote.
