Job Description

JOB SUMMARY / ROLE:

The Senior Executive - Finance and Accounts

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

Senior Executive - Finance and Accounts

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

searchcommittee@aiacaonline.org

at the earliest.

Please clearly mark the e-mail with subject line

: "Senior Executive - Finance and Accounts".

Job Types: Full-time, Permanent

Pay: ?28,000.00 - ?35,000.00 per month

Benefits:

Health insurance Paid sick time Provident Fund
Schedule:

Day shift Fixed shift
Work Location: In person

Application Deadline: 30/06/2025
Expected Start Date: 30/06/2025