Executive -Stock & Finance

Job Description

Designation/Position: Executive- Stock & Finance

Organisation: AIACA

Qualification: B.com or M.com.

Year of experience

Minimum of 3-4 years of experience in managing trading accounts, including stock & inventory management and trading activities such as sales, purchases, challan generation, and e-way bills. Proficient in GST compliance, including filing GST returns (GSTR-1, GSTR-3B) and performing input reconciliation from GSTR-2A and GSTR-2B.

Employment Status (Permanent /FTE/part time/ contractual): Permanent Employment

Job Location: Delhi

Apply By: 31-07-2025

About the Organization:

AIACA is an apex body that has been working on a range of issues, since 2004, to promote market-led growth for the crafts sector; and increased incomes and improved living standards of crafts producers. Over the past decade, AIACA has conducted policy research and advocacy on a range of issues including access to credit for crafts producers and environmental and health and safety standards for the sector; developed a crafts-certification system called the Craftmark; assisted sales and outreach of member producer groups and enterprises through commercial trade catalogues, trade fairs and order fulfillment; and assisted in developing and strengthening back-end production systems through a range of product design and business development services. We have worked with more than 150,000 artisans across 23 states in India.

JOB SUMMARY / ROLE:

The Executive – Stock & Finance is responsible for supporting the finance team in daily operations related to trading activities, including sales and purchases, inventory management, and coordinating documentation support for exhibitions.

JOB DUTIES & RESPONSIBILITIES:

The role of Executive – Stock & Finance at AIACA will entail the following responsibilities:

1. Inventory Management

• Goods Receipt Management: Record the entry of goods received by various groups, maintaining accurate records for AIACA, projects, and before and after exhibitions.
• Challan Documentation: Ensure proper documentation of challans for all transactions.
• Stock Verification: Conduct stock verification twice a year in collaboration with the Admin team.
• Tally Entry and Discrepancy Reporting: Enter stock data into Tally and update accounts. In case of discrepancies, promptly inform the Admin team and Finance Head for resolution.

2. Documentation of Sales (Invoice, Challan) and payment tracking

· Invoice generation against each order.

· Challan generation for moving goods (events, exhibitions, retail stores, etc.)

· E Way Bill Generation for Goods Movement. (Within State or Other State)

· Maintaining all entries in tally software.

· Support to Admin team regarding the documentation for Dispatch of project group/Craftmark Groups products to scheduled events and exhibitions.

· Coordinating with marketing team regarding the monthly sales data from stores for against the consignment order.

· Coordinating with project team regarding documentation for project groups Stock related to exhibition and sales order routed through AIACA.

· Monthly Sales Report to Supervisor.

3. Documentation Support for stock movement for Exhibitions (Project Groups/ Craftmark Groups)

· Pricing and Tagging Support: Provide assistance to the team with pricing and tagging of goods.

· Documentation Coordination: Collaborate with the Admin team to ensure proper documentation for packaging, dispatch, and tracking of parcels.

4. Maintenance of accounting records and book –keeping (Trading A/c)

· Timely recording and updating of bills and invoices in accounting software (Tally) of TRADING A/C.

· Preparing Vouchers and maintaining proper Voucher Files

· Checking and ensuring proper supporting documents with all Vouchers

· Processing of advances/travel advance/ Travel expenses in compliances of organization policies and guidelines

· Maintenance of Monthly Bank reconciliation statements of all Bank Accounts (TRADING A/C)

· Ensure accounts payable/receivable is done on a monthly basis and same share with the concerned staff members

· Sending Payment confirmation to staff and vendors

· Processing of bills and invoices of vendors and staff members

· Sending follow up mail and reminder for submitting original & pending bills/Invoices.

· Ensure all the inward remittance shared with the concerned staff members on time so that they will submit invoices on the time

5. Statutory compliances

· Ensure timely and correct TDS deduction from Vendors/Consultant payments

· Preparation of TDS Return Data on quarterly basis and Filling the same within time frame

· Sending TDS certificate to vendors, consultants and concerned project managers

· Prepare GSTR-1 Data & Ensure timely filing of GSTR-1

· Prepare GSTR-3B Data & Ensure timely filing of GSTR-3B

· Prepare documentation for GR release.

· GSTR 2A reconciliation and shared the list of defaulter vendors to Sr. Finance manager & Marketing team.

6. Audits – Statutory audit/Internal Audit /Donor Audit

· Ensure that all data should have entered in Tally software well before the audit, bills and vouchers were arranged and filed properly.

· Ensure that all the original bills and vouchers were arranged and filed properly well before the audit

· Provide documents and other data as per auditor’s requirement

· Prepare audit query justification report against the audit observation and put up the same to Finance manager.

7. Other work:-

· Help marketing team to find out the accurate turnover

· Prepare documentation for Foreign remittance

Competency/ Skill sets required:

· Good knowledge in Tally ERP

· Good knowledge of computer - Windows and Microsoft Office applications (Outlook, Word, Excel)

· Ability to manage data and records and analyze and interpret data

· Excellent organizational, problem-solving and time management skills

· Good Report writing skills

· Methodical and rigorous

· Ability to manage stress and responsibility

· Know the law and accounting system of India and Adhere to organizational policies

· Know principles of security related to financial activities

· Must be a team player and keep their eyes focused on the wider goals of the organization.

· A high level of accuracy and the ability to keep detailed file notes.

· Must be capable of interpreting information, with a competent level of problem solving ability

· Good Communication Skills both Oral and Written

·

Salary/ Compensation:

The Salary/Compensation offered will be commensurate with the experience and qualifications of the candidate.

Additional Benefits:

Health insurance will be provided as an additional benefit.

Professionals meeting above requirements may email their CV to [email protected] at the earliest.

Please clearly mark the e-mail with subject line: “Executive – Stock & Finance”.

Job Types: Full-time, Permanent

Pay: ₹30,000.00 - ₹35,000.00 per month

Benefits:

• Health insurance
• Paid sick time
• Provident Fund

Schedule:

• Day shift
• Fixed shift

Work Location: In person

Application Deadline: 31/07/2025
Expected Start Date: 31/07/2025