Documents Required

Documents required for participation in the AEO Pilot Program include:

General Requirements

• Business Registration: Proof of legal registration and incorporation of the entity, such as a certificate of incorporation with the Corporate Affairs Commission (CAC) and Business Licenses from relevant Regulatory Agencies as the case may be.
• Memorandum / Article of Association
• Tax Identification Number (TIN): Official documentation confirming the entity’s tax identification number issued by the Federal Inland Revenue Service (FIRS).
• Tax Clearance Certificate: Issued by FIRS for 5 years preceding the year of application in the case of AEO-S or three years in the case of AEO-C.
• Financial Statements: Recent financial statements, including balance sheets, income statements, gross profit margin, and cash flow statements, to assess the financial solvency and stability of the entity, 5 years preceding the year of application in the case of AEO-S or three years in the case of AEO-C.
• Trade Licenses and Permits: Copies of any trade licenses, permits, or authorizations required for conducting import and export activities, if applicable. Membership certificates of relevant trade organizations.
• Security Measures: Documentation outlining the security measures implemented by the entity to safeguard its supply chain and prevent unauthorized access to goods. Security policy documents.
• Operational Procedures: Written procedures and guidelines detailing the entity’s operational processes related to import/export activities, including documentation handling, cargo handling, and risk management practices.
• Insurance Policies: Proof of insurance coverage for goods in transit, liability insurance, and any other relevant insurance policies.
• Legal Agreements: Copies of relevant legal agreements, such as contracts with suppliers, distributors, and logistics partners. ( Where applicable)
• References and Recommendations: Letters of reference or recommendation from business partners, customers, or industry associations endorsing the entity’s reputation, integrity, and compliance track record.
• Ethical Standards – National Ethics and Integrity Policy (NEIP): Evidence to show that logistics operators adhere to basic human rights standards including fair wages, safe working conditions and no child labor.

Operator Specific Requirements

Importers / Exporters

Import standards encompass regulations, guidelines, and requirements set by the Nigeria Government to ensure the safety, quality, and legality of imported goods. Compliance to these criteria amongst other benefits  will boost brand reputation.

• Customs Regulations: Should conform to Customs Import guidelines. (https://customs.gov.ng/?page_id=3145) were applicable.
• Should conform to Nigeria export guidelines (https://nepc.gov.ng/get-started/export-documents procedures/)  were applicable.
• Product Standards Certification or licences: Specifications for product quality, safety, labelling, and packaging from relevant Nigeria Government agency like NAFDAC & SON.
• Intellectual Property Rights: Evidence & modalities  to show that the legal entity does not import goods infringing on the Intellectual Property Rights of other businesses.
• Consumer Protection Standards: Evidence of adherence to product safety and quality standards which will safeguard consumers from potential harm and maintain trust in imported goods.

Ethical Standards

• National Ethics and Integrity Policy (NEIP): Evidence to show that importers adhere to basic human rights standards, including fair wages, safe working conditions, and no child labor.

Other Compliance standards such as:

• Requirements related to environmental, health, Ethical labor, and social responsibility aspects of imported goods as applicable.
• Good Distribution Practice (GDP): Evidence that pharmaceutical products are consistently stored, transported, and handled under suitable conditions as required by regulatory authorities.
• ISO 22000 or its equivalent: Food Safety Management Systems – Requirements for any organization in the food chain. Ensures food safety throughout the supply chain, including storage and transportation.
• BSI PAS 96 or its equivalent: Guide to protecting and defending food and drink from deliberate attack. Provides guidance on reducing the risk of deliberate attack on the food supply chain.

Security Criteria (Applicable to AEO – Security only)

• ISO 28001 or its equivalent: Addresses supply chain security and encourages businesses to adopt best practices to secure their supply chains from potential terrorist threats (A parent company can acquires this on behalf of its subsidiaries and distribution hubs).

Technology Standards

• Electronic Data Interchange (EDI): Standardizes the electronic exchange of business documents between trading partners, improving efficiency and accuracy in logistics operations.

Health and Safety Standards

• Occupational Safety and Health certification from the  Federal Ministry of Labor and Employment: Provides research and recommendations to prevent work-related injuries, illnesses, and fatalities.
• Corporate Social Responsibility (CSR) Guidelines: Encourage logistic operators to operate ethically, contribute positively to society, and minimize negative environmental impacts.

Logistics Operator

• Barge operations licence from Nigeria Port Authority were applicable.
• Evidence of use of conveyance tracking devices.
• Relevant logistic Licence from Courier and Logistic department (CLRD). This department is under the supervision of Nigeria Postal Services (NIPOST).
• Evidence of payment of license application fees and renewal fees.
• Names, qualification, addresses and telephone numbers of all directors of the company.
• Sample of waybills, labels, bags, tags, envelopes, receipt, and registered trademark (if any).
• Partnership, merger, alliance (or such other arrangements agreements (if any).
• Clientele list ( Business Partners).

Additional Requirements for AEO-S

• ISO Standards for systems Management:
  • ISO 9001: Quality Management Systems – Requirements. Ensures that logistic operators have a quality management system in place to consistently provide products and services that meet customer and regulatory requirements.
  • ISO 14001: Environmental Management Systems – Requirements with guidance for use. Helps logistic operators manage their environmental responsibilities and reduce their environmental impact.
  • ISO 45001: Occupational Health and Safety Management Systems – Requirements with guidance for use. Ensures logistic operators provide safe and healthy workplaces by preventing work-related injuries and illnesses.
• Security Standards:
  • ISO 28001 or its equivalent : Addresses supply chain security and encourages businesses to adopt best practices to secure their supply chains from potential terrorist threats (A parent company can acquires this on behalf of its subsidiaries and distribution hubs).
• Industry-Specific Standards:
  • Good Distribution Practice (GDP): Ensures that pharmaceutical products are consistently stored, transported, and handled under suitable conditions as required by regulatory authorities.
  • ISO 22000: Food Safety Management Systems – Requirements for any organization in the food chain. Ensures food safety throughout the supply chain, including storage and transportation.
  • BSI PAS 96: Guide to protecting and defending food and drink from deliberate attack. Provides guidance on reducing the risk of deliberate attack on the food supply chain.
• Technology Standards:
  • Electronic Data Interchange (EDI): Standardizes the electronic exchange of business documents between trading partners, improving efficiency and accuracy in logistics operations.
  • Global Positioning System (GPS) Standards: Ensures compatibility and accuracy in GPS tracking systems used for fleet management and shipment tracking.
• Health and Safety Standards:
  • Occupational Safety and Health certification from the  Federal Ministry of Labour and Employment: Provides research and recommendations to prevent work-related injuries, illnesses, and fatalities.
• Ethical Standards:
  • National Ethics and Integrity Policy (NEIP): Evidence to show that logistics operators adhere to basic human rights standards including fair wages, safe working conditions and no child labor.
• Corporate Social Responsibility (CSR) Guidelines: Encourage logistic operators to operate ethically, contribute positively to society, and minimize negative environmental impacts.