In Kenya’s fast-evolving digital landscape, the e-Citizen platform has become the backbone of accessing government services, including those provided by the National Transport and Safety Authority (NTSA). For businesses, government entities, and organizations managing fleets or transport-related transactions, adding an authorised person to the e-Citizen NTSA Service Portal is a critical step to ensure seamless operations. This process allows designated individuals to transact on behalf of an organization, streamlining tasks like vehicle registration, licensing, and inspections. With the complete migration of NTSA’s Transport Integrated Management System (TIMS) to e-Citizen in January 2024, mastering this process is essential for compliance and efficiency in 2025.
This comprehensive guide, crafted for ntsanews.co.ke, provides a step-by-step roadmap to adding an authorised person on the e-Citizen NTSA Service Portal. Tailored for transport operators, fleet managers, and policymakers, it combines credible data, practical tips, and Kenyan context to empower users. Whether you’re a matatu sacco manager, a corporate fleet operator, or a government official, this article equips you with everything you need to navigate the platform confidently.
Why Adding an Authorised Person on the e-Citizen NTSA Portal Matters
The e-Citizen platform, launched by the Kenyan government, centralizes over 16,000 services from more than 100 ministries and agencies, including NTSA’s offerings like vehicle registration, driving license renewals, and public service vehicle (PSV) licensing. For organizations, assigning an authorised person to manage these services ensures operational efficiency, especially in Kenya’s transport sector, which contributes 8.5% to the GDP, according to the Kenya National Bureau of Statistics (2024). This process is particularly vital for:
- Transport Companies and Saccos: Managing multiple vehicles and licenses requires delegated authority to avoid bottlenecks.
- Government Entities: County and national organizations need streamlined access to NTSA services for fleet management.
- Corporate Entities: Businesses with company vehicles rely on authorised persons to handle compliance tasks.
- Financial and Insurance Institutions: These entities often manage vehicle-related transactions on behalf of clients.
The migration to e-Citizen, mandated by President William Ruto in 2023, enhances transparency and accountability while reducing bureaucratic delays. Adding an authorised person ensures that organizations can delegate tasks without compromising security or compliance.
Step-by-Step Guide to Adding an Authorised Person on the e-Citizen NTSA Service Portal
Adding an authorised person to the e-Citizen NTSA Service Portal is a straightforward process when you follow the correct steps. Below is a detailed guide, incorporating insights from NTSA’s official notices and e-Citizen’s user guidelines.
Step 1: Log In to Your E-Citizen Account
To begin, access the e-Citizen platform at https://accounts.ecitizen.go.ke/en. You’ll need an active e-Citizen account linked to the organization. If you don’t have one:
- Visit https://accounts.ecitizen.go.ke/en/register.
- Select the “Business” or “Government Organisation” account type.
- Provide the organization’s KRA PIN, the authorised person’s National ID, and a valid email and phone number.
- Verify your email and phone number via the confirmation links and codes sent by e-Citizen.
Log in using your ID number or email and password. Ensure your account is validated, as unverified accounts may face restricted access to NTSA services.
Step 2: Navigate to the NTSA Service Portal
Once logged in:
- From the e-Citizen dashboard, locate the NTSA Services section. You can find this under “Government Services” or by searching “NTSA” in the portal’s search bar.
- Alternatively, use the direct link https://serviceportal.ntsa.go.ke to access the NTSA Service Portal, which redirects to e-Citizen for single sign-on authentication.
This portal integrates all NTSA services, including vehicle registration, PSV licensing, and driving test bookings, under one unified platform.
Step 3: Select “Add Authorised Person”
On the NTSA Service Portal:
- Locate the “Add Authorised Person” option, typically found at the top right corner of the dashboard or under the organization’s profile settings.
- Click this option to initiate the process of assigning a delegate to transact on behalf of your organization.
If you don’t see this option, ensure your account is linked to an organization’s KRA PIN. You may need to add the organization first by selecting “Add Organisation” and uploading the required documents (e.g., KRA PIN certificate, Certificate of Incorporation).
Step 4: Choose the Authorised Person
The portal will display a list of options or fields to input details of the authorised person:
- Enter the ID Number: Provide the National ID number of the individual you wish to authorize. This person must have an active e-Citizen account.
- Confirm Details: Ensure the name and ID match the intended individual. The system may auto-populate details if the ID is registered on e-Citizen.
If the person does not have an e-Citizen account, they must create one before proceeding. Refer them to https://accounts.ecitizen.go.ke/en/register to sign up.
Step 5: Upload the Authorization Letter
An authorization letter from the organization is mandatory to validate the nominated person. Requirements for the letter include:
- Format: Must be in PDF format (maximum size typically 5MB).
- Content: Should include the organization’s letterhead, the authorised person’s full name, ID number, and KRA PIN, and a clear statement of authorization.
- Signatures: Must be signed by a director or authorized signatory of the organization.
- Supporting Documents: Attach a copy of the authorised person’s National ID and the organization’s KRA PIN certificate in PDF format.
Upload these documents via the portal’s upload interface. Ensure all files are clear and legible to avoid rejection.
Step 6: Submit the Application for NTSA Approval
- Review all entered details and uploaded documents for accuracy.
- Click the “Submit” button to send the application to NTSA for approval.
- The process is free of charge, and NTSA typically processes applications within one working day, as outlined in their June 2025 notice.
You’ll receive a confirmation notification via email or SMS once the authorised person is approved. The nominated individual can then log in to their e-Citizen account to access NTSA services on behalf of the organization.
Key Requirements for Adding an Authorised Person
To ensure a smooth process, prepare the following:
- Organization’s KRA PIN: Required to link the organization to the e-Citizen account.
- Authorised Person’s National ID: Must be valid and registered on e-Citizen.
- Authorization Letter: On the organization’s letterhead, signed, and in PDF format.
- Supporting Documents: Copies of the organisation’s KRA PIN certificate and the authorised person’s ID.
- Active E-Citizen Account: Both the organization and the authorised person must have verified accounts.
For government organizations, additional documents like a Certificate of Registration or an official letter from the relevant ministry may be required.
Common Use Cases for Authorised Persons in NTSA Services
Adding an authorised person is particularly beneficial for:
- Matatu and Bus Operators: Managing PSV licenses, vehicle inspections, and driver compliance.
- Corporate Fleets: Handling bulk vehicle registrations and transfers for company cars.
- Government Agencies: Overseeing county or national fleet operations, such as ambulances or service vehicles.
- Insurance and Financial Institutions: Processing vehicle-related transactions for clients.
For example, a matatu sacco in Nairobi can authorize a manager to handle license renewals, reducing downtime and ensuring compliance with NTSA regulations.
Benefits of Adding an Authorised Person
- Efficiency: Delegates can handle multiple transactions, reducing workload for directors.
- Compliance: Ensures timely renewals and registrations, avoiding penalties.
- Centralized Access: All NTSA services are managed under one e-Citizen account.
- Security: The verification process ensures only trusted individuals gain access.
The e-Citizen platform’s single sign-on feature enhances security and user experience, aligning with NTSA’s goal of same-day service delivery.
Challenges and Solutions
Challenges
- Document Rejections: Incorrect or unclear PDFs can delay approval.
- Technical Glitches: Portal downtimes or browser issues may occur.
- Unverified Accounts: Authorised persons without e-Citizen accounts cause delays.
Solutions
- Document Accuracy: Use high-quality PDFs and verify all details before submission.
- Technical Support: Clear browser cache or contact NTSA at info@ntsa.go.ke or Huduma Centres.
- Account Verification: Ensure the authorised person’s e-Citizen account is active before starting.
Tips for Success
- Prepare Documents in Advance: Have PDFs ready to avoid delays.
- Use Secure Devices: Avoid public Wi-Fi to protect sensitive data.
- Check Notifications: Monitor email and SMS for approval updates.
- Visit Huduma Centres: For in-person assistance, NTSA has dedicated desks at Huduma Centres and regional offices.
The Broader Impact on Kenya’s Transport Sector
The integration of NTSA services into e-Citizen, including the ability to add authorised persons, supports Kenya’s digital transformation agenda. It reduces corruption, enhances revenue collection, and improves service delivery for the 70% of urban commuters relying on public transport. However, challenges like digital literacy and rural internet access persist, with NTSA addressing these through training sessions and mobile units.
Adding an authorised person on the e-Citizen NTSA Service Portal is a game-changer for organizations in Kenya’s transport sector. By following this guide, you can delegate tasks efficiently, ensure compliance, and save time. From matatu operators to government agencies, this process empowers stakeholders to navigate NTSA services seamlessly. Register or validate your e-Citizen account today at https://accounts.ecitizen.go.ke, add your authorised person, and keep Kenya’s transport system moving forward.
For further assistance, contact NTSA at www.ntsa.go.ke or visit a Huduma Centre. Share this guide to help others streamline their NTSA transactions!
